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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/GSC/FT206
Title: Senior HR Assistant (several positions)
Grade: G6
Contract type: Fixed-term Appointment
Duration of contract:  2 years (initially)
Date: 24 April 2014
Application Deadline: 15 May 2014 Vacancy Filled
Duty Station:  Kuala Lumpur, Malaysia
Organization unit: HQ/GSC Global Service Centre (HQ/GSC) /
HQ/GHR Global Human Resources (HQ/GHR)
The WHO Global Service Centre provides administrative services to all staff and all WHO offices worldwide in respect of human resources, payroll, pension, procurement, accounts payable and support of specific corporate IT applications. The aim of this Centre is to serve as the global platform for the swift and reliable delivery of a comprehensive array of products and services covering all these fields. The Global Human Resources (GHR) team will deal with contractual administration of all staff; advise on contractual entitlements; assist with installation formalities and official documentation.
Description of duties:
Under the direct supervision of the Team Lead, the incumbent is responsible for the duties below. These duties are not all-inclusive nor are all duties carried out by all incumbents:


Contract Administration
- Prepares appointment, re/assignment, separation correspondence and related contract administration documentation and authorizations based on information received from the global management system;
- Manages the flow of incoming requests from staff members and managers and replies or takes actions accordingly;
- Determines eligibility for salaries, entitlements and benefits; provides estimated calculations when required, applying Staff Regulations, Rules and other official provisions with consistency;
- Provides information to staff members on their employment conditions;
- Identifies and analyses cases which might require exceptional approval, researching precedents, updating the case law files and making appropriate recommendations to National Professional Officer (NPO) / Human Resources Officer (HRO);
- Collaborates with other colleagues in the Service Centre for all contract administration related matters of the staff members assigned to them.

Implementation of Allowances and Benefits
- Ensures that all data is correctly processed in the system and validated in accordance with established rules and procedures;
- Ensures that adequate and correct documentation is received in accordance with WHO Staff Rules and other provisions before processing various HR actions;
- Reviews and processes various staff members' entitlements which include education grant, home leave, rental subsidy, advances and other allowances;
- Processes job change requests which include conversion of temporary appointments into fixed-term contracts, reassignment of fixed-term staff , confirmation of appointment, conversion of fixed-term contract into continuing appointment, change in grade, etc. and administers related entitlements in Global Management System (GSM);
- Administers changes of personal information in GSM and processes related entitlements in accordance with Staff Rules and Regulation;
- Administers various types of leave of absences in GSM which include maternity leave, leave with/without pay, paternity leave, etc.; - Provides guidance to other HR staff in Headquarters, the Regions and other organizations where appropriate on the interpretation of Staff entitlements;
- Reviews requests for rental subsidies, education grant, rental advance, emergency salary advance and language incentive requests and administer the entitlements as per rules and regulations;
- Administers other miscellaneous entitlements in consultation with and as per instructions of the supervisors.

Coaching and Supervisory Duties
- Participates in the training and coaching of less experienced HR staff;
- Conducts orientation to new staff;
- Performs a checker role by reviewing the work assigned to HR Clerks/Assistants (G4 and G5) to ensure their transactions are processed in an accurate and complete manner.

Other duties
- Handles general queries, follow-up and assistance to staff members;
- Involves in special projects and conducts tests for system enhancements;
- Performs other duties as required.
Completion of secondary school education or its equivalent.

Higher level education in human resources or related field is desirable.
- Good technical expertise in human resources;
- Ability to multi-task while paying attention to detail;
- Advanced Excel skills;
- Demonstrated skill and proficiency in the use of Enterprise Resource Planning (ERP) package such as Oracle;
- Expertise in the use of spreadsheet, word processing, presentation and Web-based software;
- Good analytical and general organizational skills;
- Sound judgment, integrity and tact when dealing with others;
- Excellent inter-personal and communication skills.

WHO Competencies:
1. Moving forward in a changing environment
2. Producing results
3. Communicating in a credible and effective way
4. Fostering integration and teamwork
- Minimum of 8 years of work experience (if only secondary education is available) with at least 4 years in human resources administration. Candidates with 6 years of relevant experience and first level University Degree and candidates with 5 years of relevant experience and Advanced University Degree will also be considered;
- Experience with Enterprise Resource Planning (ERP) packages such as Oracle.

Excellent knowledge of English both written and spoken.

Working knowledge of French both written and spoken.
Additional Information:
1. Only candidates under serious consideration will be contacted.
2. Other similar positions at the same level may be filled from this Vacancy Notice.
3. A written test may be used for screening purposes.
4. 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)
MYR 59,164 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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WHO has a smoke-free environment and does not recruit smokers or users of any form of tobacco.