Human Resources Assistant

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Description

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WHO India Country Office collaborates with the Government of India and relevant stakeholders within the framework of the collaborative Country Cooperation Strategy (CCS) to actively support the development and implementation of national health policies, strategies and plans aiming at promoting access to and utilization of affordable and quality health services and improving the financial protection against health-related risks. The Country Office contributes to providing technical support in developing national policies, strategies and activities in the area of health systems strengthening including, (i) advocating for Universal Health Coverage and building up national capacity in UHC-related matters; (ii) facilitating the adoption of evidence-based public health interventions as well as appropriate reforms/changes with a view to promote equity and accelerate the movement towards universal health coverage. Underlying Values and Core Functions of WHOWHO’s mandate revolves around six (6) leadership priorities specifying (i) advancing universal health coverage; (ii)health related sustainable development goals; (iii) addressing the challenge of non-communicable diseases and mental health, violence and injuries and disabilities; (iv) implementing the provisions of the International Health Regulations (2005); (v) increasing access to quality, sale, efficacious and affordable medical products; (vi) addressing the social, economic and environmental determinants of health. The South-East Asia Region (SEAR) of WHO is made up of 11 countries, with over 1.9 billion people, with India’s population of 1.4 billion. All the Member States of WHO/SEAR (Bangladesh, Bhutan, Democratic People’s Republic of Korea, India, Indonesia, Maldives, Myanmar, Nepal, Sri Lanka, Thailand and Timor-Leste) share the common value of the highest attainable standard of health as a fundamental human right. All of WHO actions are based on this and rooted in the underlying values of equity, solidarity and participation. The mission of WHO India is to improve quality of life of the 1.4 billion people in India by supporting the government in eliminating vaccine preventable and other communicable diseases, reducing maternal and neonatal mortalities, promoting healthy lifestyles, addressing determinants of health, preparing and responding to health emergencies and strengthening health systems for universal health coverage.

Duties:

Under the direct supervision of NPO-HR, NO-A, and broad guidance of the NPO-HR, NO-C, the incumbent provides office and secretarial support as follows:

Office support:

• Screen and distribute incoming correspondence, attaching background information or related file and forwarding to staff concerned, highlighting issues requiring attention; draft replies to general and administrative matters; type technical reports and documents, tabular materials, etc., ensuring conformity with WHO standards; assist in preparing presentations; follow-up on deadlines to ensure timely response.
• Obtain documents and information from in-house and external sources and undertake information searches based on brief instructions/guidance.
• Maintain filing systems and ensure easy accessibility and retrieval of records.

Meetings:

• Screen and receive visitors/interview candidates and telephone calls with tact, discretion, making appointments, answering queries and/or redirecting visitors and callers with diplomacy and courtesy, obtaining background information on the purpose of appointments.
• Support the organization of team and departmental meetings, workshops, seminars, etc., including the typing of lists of participants, preparation of travel requests, letters of invitation, files, presentations and slides, reservation of meeting rooms and hotel accommodation etc.

Contract Management and Onboarding formalities:

• Assist in administrative HR transactions/processes in accordance with SSA policies, initiate SSA related actions in a timely manner in Human Resource Information System (HRIS) including recruitment and selection, issuance/ renewals of SSAs, resignations, separations, curtailments, relocations etc. after ensuring completion of required documents/information; verification of pre-requisites and obtaining requisite approvals.
• Assist in the selection (compilation of documents) assisting candidates’ travel, claims, distribution of induction kit, and other related administrative support.
• Coordinate with ICT for generation of WIMS ID and HRIS credentials for new Staff and SSA holders, and other onboarding formalities
• Coordinate with different clusters within WHO for creation of imprest PO for new recruits.
• Create CIGNA profile for new SSA holders in WCO India to facilitate their insurance claim submission.
• To facilitate in providing attestations and background documents on personnel; Monitor medical records/status; UNDSS data/security updates Including UN e Directory.
• Coordination with SSA holders and Staff for facilitating submission of medical reports, liaise with RMS for clearance and update medical validity in the online site.
• Preparation of bona-fide certificates for staff and SSA holders, ID cards (soft copies and well as hard copies) for staff, SSA holders and outsourced personnel, prepare Handing over letters, process relocations, non-renewal letters, relieving letters, addendums etc. coordinate for full and final settlements etc. and ensure proper documentation and coordinate for necessary approvals/signatures.
• Coordinate non-staff personnel and supervisors for timely completion of PMDS and ensure compliance.
• Backup of other staff in the unit and perform other related tasks as assigned by the supervisor(s).

Education

Essential:

• Completion of secondary school education.

Experience:

Essential:

• At least three (3) years’ experience in secretarial/clerical/administrative work.

Skills:

• Thorough knowledge of modem office procedures and practices. 
• The incumbent keeps abreast of changes in procedures and practices, rules and regulations, organizational structure, in the department, and WHO;
• Ability to draft standard correspondence;
• Ability to handle work in a timely and accurate manner with tact and discretion, as required;
• Ability to maintain and update knowledge in the use of office technology through in-house courses, on-the-job training and/or self-training.

Essential:

• Expert knowledge of English. Expert knowledge of Hindi.

Source: https://careers.who.int/careersection/ex/jobdetail.ftl?job=2408953

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