HR ASSISTANT (MULTIPLE POSITIONS) (HQ/14/FT134)

1 July 2016
 
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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/FT134
 
Title: HR Assistant (MULTIPLE POSITIONS)
 
Grade: G6
 
Contract type: Fixed-term Appointment
 
Duration of contract:  One year
 
Date: 19 March 2014
 
Application Deadline: 9 April 2014 Vacancy Filled
 
Duty Station:  Geneva, Switzerland
 
Organization unit: Headquarters, Geneva (HQ) /
Headquarters, Geneva (HQ)
ADGO Offices of the Assistant Directors-General
 
OBJECTIVES OF THE PROGRAMME :
The Office of the Assistant Director-General coordinates, guides and oversees the programmatic and administrative cohesion of the departments of the Cluster, ensuring optimum delivery of services and output in line with Governing Body resolutions, including the General Programme of Work and the Programme Budget, and within the available resources. The Office also aims at achieving synergies between individual programmes and their implementation, in compliance with WHO's regulatory framework.
Description of duties:
The position contributes to the integrity of HR processes across the Cluster by ensuring that recruitment and personnel administration are carried out in all departments on a timely basis, fully compliant with the rules and regulations of the Organization, and in adherence to the policies and procedures. The assigned list of duties are the full range of responsibilities required at the Cluster level and may vary depending on individual Cluster needs.

In particular, the assigned duties include:

1. Cluster Focal point for HR matters and capacity building:
Provide briefings and advice to staff at all levels on WHO rules and regulations, employment conditions, entitlements and standard operating procedures, including briefings to new staff and departing staff and, when required, escalation to/liaison with HRD and the Global Service Centre (GSC) to respond to individual queries.
Promote staff knowledge of policies and act as a focal point for staff and liaise closely with GSC on HR staffing matters and payroll issues.
Assist staff in resolving difficult inter-personal situations and inform them on available mechanisms if necessary.
Act as the primary entry point for queries from staff and managers regarding applicable employee and management self-service functions in the Global Management System (GSM), including initiation of various HR actions.

2. Selection and Recruitment process:
Coordinate and support the selection and recruitment process from drafting vacancy notices, preliminary screening of applicants, logistics of selection panels, reference checks and ensuring panel members and candidates are kept abreast of developments in the process, as well as the administration of Junior Professional Officers (JPOs), secondments and interagency transfers.

3. HR monitoring compliance and reporting:
Ensure timely planning, and compliance with WHO rules and regulations, of contract extensions, probationary periods, conversion of appointments, retirements, within grade increases (WIGIs) and maximum duration of contracts, monitoring leave and absence.
Monitor and track non-staff contracts, secondments and interagency transfers.
Liaise with managers to ensure compliance and timely reporting on performance management.
Prepare regular HR reports and statistics linked to staffing and payroll.

4. HR planning:
Liaise with and support Managers on staffing and position management through regular meetings with all departments, also providing support to timely succession planning initiatives.
Support restructuring and re-profiling exercises.

5. Operations in the Office of the Assistant Director-General:
Initiate, validate, and monitor as appropriate all HR Action Plan (HRAP) actions in the GSM system for approval and/or implementation by the Human Resources Management Department (HRD) and GSC, including the initiation of requests for non-staff contracts such as consultants and other procurement contracts.
Act as a trouble shooter and ensure timely solutions and guidance are provided to staff and managers.
Provide assistance to relevant projects in the Office of the Assistant Director-General.
Ensure the creation and revision of the HR Plan in GSM.
Issue employment documentation for interns and volunteers.

6. Emergency response operations:
Initiate HR actions under emergency procedures, and liaise with HRD, regional and country offices to ensure quick action in emergency response activities, including timely submission of Travel Requests, Evacuations, and deployment of staff.

7. Perform all other related duties as assigned.
REQUIRED QUALIFICATIONS
Education:
Essential
Completion of secondary school or its equivalent.

Desirable
Training in the specialized areas of HR, or counselling.
Skills:
Demonstrated skills and experience in two or more specialized areas of Human Resources with the ability to produce and analyze data and recommend appropriate actions.
Ability to detect shortcomings and anomalies and recommend remedial actions in line with WHO's Staff Regulations and Staff Rules and the eManual.
Ability to work independently and under pressure.
Sound judgment, integrity, respectful and exemplary behavior and service orientation.
Tact and diplomacy in dealing with others.
Good communication (written and oral) and excellent interpersonal skills.
Proven knowledge of the WHO or UN administrative rules, regulations and policies.
Knowledge in the application of WHO and/or UN Staff Regulations and Staff Rules, including Human Resources policy and procedures.
Proficiency in the use of standard Microsoft Office applications, with advanced level of Excel.
Demonstrated IT skills and its application using HR software, in particular an Enterprise Resource Planning system (ERP) based on Oracle, SAP or similar platform, E-recruitment systems and other HR related databases.

WHO Competencies:
1. Fostering integration and teamwork
2. Producing results
3. Setting an example
4. Moving forward in a changing environment
5. Communicating in a credible and effective way.
Experience:
Essential
A minimum of 8 years of relevant experience in human resources and/or administrative positions, with progressive responsibility, of which a minimum of 3 years' experience in support of at least two human resources functions.
Proven experience in the use of WHO's Global Management System (GSM) or another oracle based Enterprise Resource Planning (ERP) system, SAP or other similar systems.

Desirable
Experience working in WHO or another UN agency, preferably in the area of Human Resources Management.
Languages:
Essential
Expert level of English and an intermediate knowledge of French.

Desirable
Advanced level of French.
Additional Information:
Other similar positions at the same level may be filled from this Vacancy Notice. This vacancy is published in English only.

This post is subject to local recruitment and will be filled by persons recruited in the local commuting area of each office.

Annual salary: (Net of tax)
CHF 82248 at single rate
CHF 82248 with primary dependants

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

A written test and interviews may be used as a form of screening

Online applications are strongly encouraged to enable WHO to store your profile in a permanent database. Please visit WHO's e-Recruitment website at: www.who.int/employment. 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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WHO has a smoke-free environment and does not recruit smokers or users of any form of tobacco.
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