HR Assistant

Grade: G6

Contractual Arrangement: Fixed-term appointment

Contract duration: 1 year renewable

Job Posting

: May 8, 2018, 4:37:21 PM

Closing Date

: May 28, 2018, 10:59:00 PM

Primary Location

: Switzerland-Geneva

Organization

: HQ/HIA ADGO Health Systems and Innovation

Schedule

: Full-time  

IMPORTANT NOTICE: Please note that the deadline for receipt of applications indicated above reflects your personal device's system settings. 

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 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 GSC to respond to individual queries. Promotes staff knowledge of policies and acts as a focal point for staff and liaise closely with GSC on HR staffing matters and payroll issues. Assists staff in resolving difficult inter-personal situations and informs 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 JPOs, secondments and inter-agency 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, 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 to 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 actions in the GSM system for approval and/or implementation by 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.

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.

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.

WHO Competencies

Fostering integration and teamwork
Producing results
Setting an example
Moving forward in a changing environment
Communicating in a credible and effective way

Use of Language Skills

Essential: Expert level of English and an intermediate knowledge of French.
Desirable: Advanced level of French.

REMUNERATION

WHO offers staff in the General Services category an attractive remuneration package, which for the above position includes an annual net base salary starting at CHF 81,421 (subject to mandatory deductions for pension contributions and health insurance, as applicable) and 30 days of annual leave.

ADDITIONAL INFORMATION

  • This vacancy notice may be used to fill other similar positions at the same grade level
  • Only candidates under serious consideration will be contacted.
  • A written test may be used as a form of screening.
  • In the event that your candidature is retained for an interview, you will be required to provide, in advance, a scanned copy of the degree(s)/diploma(s)/certificate(s) required for this position. WHO only considers higher educational qualifications obtained from an institution accredited/recognized in the World Higher Education Database (WHED), a list updated by the International Association of Universities (IAU)/United Nations Educational, Scientific and Cultural Organization (UNESCO). The list can be accessed through the link: http://www.whed.net/. Some professional certificates may not appear in the WHED and will require individual review.
  • Any appointment/extension of appointment is subject to WHO Staff Regulations, Staff Rules and Manual.
  • WHO is committed to workforce diversity.
  • WHO has a smoke-free environment and does not recruit smokers or users of any form of tobacco.
  • This post is subject to local recruitment and will be filled by persons recruited in the local commuting area of the duty station.

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