WHO Human Resources Assistant

الوصف الوظيفي

Background

Purpose of the Position:

Provide administrative support and guidance on HR issues to country office and sub-offices.

Objectives of the Program and the immediate Strategic Objective :

To ensure that effective WHO country presence is established to implement WHO country cooperation strategies that are aligned with Member State’s health and development agendas, and harmonized with the United Nations country teams.

Organizational context:

Under the supervision of the Senior HR Assistant and general guidance of the Operations Officer work is performed in a typical office environment. The Assistant is a team member; work is assigned by the supervisor who gives instructions on non-routine matters. Routine tasks are performed independently with some discretion in non-routine matters related to office procedures only.

Established procedural and office guidelines are available. Some interpretation may be required, and the incumbent may need to select an approach to work where precedents do not exist.

Duties and Responsibilities

The incumbent will perform the following duties:

1. Type post descriptions and forms required for establishment of new positions, update organization charts, initiate related position actions in GSM and liaise with HR Unit and the Global Service Center finalization of newly established positions and recruitment of professional staff.

2. Administer the recruitment of staff and non-staff, publish vacancy announcements, screen applicants, and finalize necessary arrangements for tests/interviews, conduct reference checks and initiate necessary appointment actions, finalize contractual arrangements for Special Service Agreements (SSAs), Consultants and Agreements for performance of work (APWs) through the procurement module.

3. Monitor expiration of all types of staff and non-staff contracts; initiate extensions, separations and other staffing actions in GSM; attach necessary documents, check availability of funds, and follow up with different stakeholders timely finalization of actions.

4. Administer the attendance system and GSM absence dashboard, update and maintain leave records for staff and non-staff (SSA holders, consultants, etc.), including:

• verifying leaves claimed in GSM against the records of the Time and Attendance system, alert staff in case of any discrepancy and inform supervisors of excess leaves/absence.

• submitting leave requests on behalf of absent staff members and following up with staff to ensure confirmation of leaves in GSM.

• responding to staff queries related to leave system and coordinating with Global Service Centre (GSC) and Human Resources (HR) to solve any related issues.

5. Follow up with concerned units/stakeholders on necessary arrangements regarding, travel, visas, residency permits, security clearances, travel authorizations, UN ID’s, hotel bookings for staff and non-staff.

6. Update and maintain HR confidential files (electronic and hard copies), including performance appraisal records, ensure confidentiality, and provide related statistical information and reports as and when necessary, follow up with staff and non-staff the timely submission of Performance Management reports.

7. Liaise with Staff Development and Learning unit the induction and training of staff and non-staff at country office and sub-offices and ensure its timely completion. Brief staff and non-staff on HR related rules/procedures and the use of GSM staff service module.

8. Perform any other related duties as required and replace other administrative staff.

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