Associate HR

The Division of Administration and Finance (DAF) provides the range of HR, administrative, procurement and financial services to all the regional activities and programmes to facilitate the achievement of WHO objectives.

The Human Resources Management Unit (HRM) is responsible for providing a sound, well managed, responsive and efficient region-wide Human Resources Management strategy and HR advisory services which support the work of WPRO and its member states, encompassing, but not limited to: HR Policy Implementation, Organizational Design and Job Classification, Talent Management (including Succession Planning, Global staffing, Career Development and Training, Rotation and Mobility), application of the UN Common System’s Compensation and Benefits, and representation of WPRO in inter-agency UN Common System HR initiatives.

In relation to the division/Country Offices/programmes assigned, the HR Associate will provide support in some, or all, of the following duties and responsibilities:

Assist the responsible Officer(s) in activities and processes related to the recruitment of Fixed-term and Temporary Staff (all categories):

• Drafts and ensures accuracy of vacancy notices, and posts them on the Intra/Internet, via standard distribution. Drafts appropriate screening questions;
• Generates preliminary screening of applicants on the basis of agreed criteria; generates spreadsheet using the on-line recruitment system to facilitate review by the HR Officer, hiring manager and subsequent selection panel;
• Ensures all arrangements for interviewing and testing of prospective staff including preparing recruitment panel files, scheduling interviews, arranging for video conferencing facilities, organizing travel as required, and monitoring of testing;
• Conducts reference searches and enters candidate profiles in GSM; and
• Initiates preliminary version of selection panel reports (by inserting posting and screening information) and prepares selection background for submission to approving authority.
• Provides assistance to staff members and/or applicants under selection or under reassignment and ensures that support and accurate and complete information is provided in a timely manner.
• Provides end to end support in all HR matters relating to contract administration.
• Administers the separation formalities of staff members
• Liaises with the Global Service Centre to provide information and obtain clarification on specific staffing cases, particularly in relation to queries from candidates on entitlements and benefits, and during the on-boarding and separation processes.
• Maintains an updated and efficient tracking system to ensure cases are efficiently managed within the allocated timeframe and in the most effective way; maintains all necessary records, databases and statistics to allow comprehensive filing, tracking and analysis.
• Drafts reports and messages, prepares formal HR correspondence to both staff members and managers.
• Provides assistance in developing/improving internal processes to contribute to work efficiency
• Organizes meetings, teleconferences, and selection panels and all related logistics; ensure completeness of all documentation and information for the meeting.
• Acts as the focal point for all administrative questions in relation to the topics covered.
• Liaises with different Budget Centers within WHO to share, search for information and proactively develop new useful contacts.
• Perform all other related duties as assigned.

Education:

• Essential: Completion of secondary school supplemented by training in administrative/HR work.
• Desirable: Additional relevant higher education an advantage.
• 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/

Experience:

Essential:

• A minimum of 5 years of relevant experience in administrative functions including experience in supporting HR functions.

Skills:

• Strong analytical skills and good sense of judgement
• Ability to draft in English neatly, concisely and grammatically correct
• Very good organization skills
• High sense of prioritization and attention to details
• Discretion and tact; ability to handle and preserve confidential information
• Ability to liaise with people at all levels in the Organization and to proactively search for information
• Ability to plan ahead and at the same time work well under pressure
• Customer orientation, cultural sensitivity and good business ethics
• Self-motivated, flexible and able to innovate
• Good knowledge of WHO rules, procedures and office practices is desirable

Language Skills:

Essential:

• Expert knowledge of written and spoken English.