18 October 2017
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The mission of WHO is the attainment by all peoples of the highest possible level of health.
Vacancy Notice No: HQ/14/GMG/FT78
Title: HR Assistant Support Office
Grade: G5
Contract type: Fixed-term Appointment
Duration of contract:  2 years (initally)
Date: 11 March 2014
Application Deadline: 19 March 2014 Vacancy Filled
Duty Station:  Kuala Lumpur, Malaysia
Organization unit: HQ/GMG General Management (HQ/GMG) /
HQ/GSC Global Service Centre (HQ/GSC)
The WHO Global Service Centre (GSC)provides client-oriented administrative services to all staff and all WHO Offices worldwide in the respect of human resources, payroll, procurement, accounts payable and support of specific corporate IT applications. The aim of the Centre Support Office (CSO) is to provide the swift and reliable delivery of a comprehensive array of services to all GSC and ITT-KL staff based in the Centre, in the following areas: budget and finance, administration, human resources, business operations.

In Centre Human Resources (CHR), and under the direction of the Human Resources Specialist (HRS) and under the guidance of the Human Resources Officer National Professional Officer (NPO), the incumbent will provide administrative support in various areas of the HR administration and operations.
Description of duties:
Within the delegated authority, the incumbent is assigned all or part of the following responsibilities. However, staff may be rotated and assigned to perform other duties within Centre Human Resources (CHR) as determined by the HR Specialist CHR which includes ad hoc assignments.
- Enter post descriptions in Global Management System (GSM) and monitor completion of actions;
- Provide support in recruitment and selection activities: draft vacancy notices, screening questions and matrices; follow up on approvals, organize selection panels administer written tests and interviews; prepare selection reports with basic information; monitor and verify applications in eRecruitment; ensure that modalities related to practical arrangements for panels, written tests and interviews are undertaken; conduct reference verifications; liaise with journals and external recruitment agencies and verify invoices; liaise with agencies for selecting and contracting staff, be the focal point for contract staff and administer agencies invoices;
- Ensure timely administration for staff on arrival and on separation: enter HR actions in GSM and ensure compliance with policies and procedures; cross-check with Payroll to ensure that staff member receives his/her salary, ensure that personal information is administered in
GSM (eg. Bank details, Staff Health Insurance (SHI), United Nations Joint Staff Pension Fund (UNJSPF), dependants' details) and that required procedures are carried
out and relevant parties informed;
- Ensure the quality and timely execution of administration and related actions in GSM on contract extensions (fixed-term and temporary appointments); performance appraisals (probationary, yearly and short-term); confirmation of appointments and extensions of probations; change in statuses;
- Refer more complex cases to the attention of the Human Resource Specialist (HRS) and National Professional Officer (NPO) and ensure correct implementation of decisions;
- Ensure tracking systems are updated daily.
- Liaise with SHI and hospitals (administer the process of direct payments, collect and update SHI on changes related to hospital room prices, verify hospital invoices, liaise with hospitalised staff members on guarantee letters and payment of bills, providing general assistance to staff on SHI matters);
- Review incoming correspondence and requests in the light of background material, instructions, policies and precedents, researching, obtaining and attaching background information in anticipation of the responsible officer's needs, or redirecting them as appropriate;
- Using appropriate tracking tools, follow-up on and ensure that target dates and deadlines are met, and that correspondence and queries are responded to in a timely manner.
- Act as leave/attendance Administrator for the Centre Support Office CSO;
- Act as Learning Administrator in the GSC. Will
be responsible for administration of the iLearn system in GSC.
- Ensure that the general secretarial needs of the CHR team are met in a timely and efficient manner and that the information is easily accessible to all staff in the unit;
- Obtain documents and information from in-house and external sources as required; perform information searches (library, internet) as requested.
- Perform all other related duties as required or instructed, including provision of support to other areas of work and teams within the department to ensure effective administration of the Units.
- Completion of secondary school or commercial school.
- Good knowledge of word processing, spread sheets and databases is required. Strong organizational skills, flexibility and capability of working under pressure. Detailed-oriented and accurate.

- Experience in integrated management systems is desirable.

WHO Core Competencies:
1. Communicating in a credible and effective way
2. Setting an example
3. Fostering integration and teamwork
4. Producing results
- At least 5 years of relevant work experience in the area of human resources with completion of secondary school or commercial school, 4 years with the first level University Degree or 3 years with an Advanced University Degree.

- Previous experience in a similar position an advantage.
-Excellent knowledge of English both written and spoken.

Additional Information:
- This vacancy is open to candidates in the local commuting area.
- Only candidates under serious consideration will be contacted.
- Other similar positions at the same level may be filled from this Vacancy Notice.
- A written test may be used for screening purposes.
- The following priority order will be observed in the screening of candidates: 1. WHO staff members
(Continuing, Fixed-Term and Temporary appointments), 2. External candidates.
Annual salary: (Net of tax)
MYR45838 at single rate

This vacancy notice may be used to fill other similar positions at the same grade level.

Online applications are strongly encouraged to enable WHO to store your profile in a permanent database. Please visit WHO's e-Recruitment website at: The system provides instructions for online application procedures.
All applicants are encouraged to apply online as soon as possible after the vacancy has been posted and well before the deadline stated in the vacancy announcement.

WHO is committed to workforce diversity.
Any appointment/extension of appointment is subject to WHO Staff Regulations, Staff Rules and Manual. Only candidates under serious consideration will be contacted.

Vacancy Filled

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