Business Operations Associate

Job profile summary

Under the supervision of an operations professional, the incumbent will lead a team of support staff or hold the lead accountable role in delivering services and transactions in the relevant office in one or more of WHO’s specialized operational areas and subdisciplines, such as finance, human resources, procurement, logistics, and/or information technology management.

Key duties and responsibilities:

The incumbent will perform all or part of the following, and other related responsibilities as required by the needs of the office. 

• Supervise the delivery of services and transactions in human resources management.

Team management 

• Manage a team of specialized support staff, or play a lead role in administering the delivery of efficient and effective services and transactions.
• Quality assure work products and processes compliant with respective procedures, guidelines, and policies.
• Justify and escalate procedural exceptions.
• Facilitate the capture and sharing of best practices and continuous learning by the team.
• Propose work process improvements for team performance.

Advisory 

• Share technical knowledge on matters relating to core service lines, by briefing clients, staff and partners on, and interpreting, relevant procedures, rules and regulations.
• Support consistency in approach and compliance with respective procedures, rules, and regulations.

Administration 

• Undertake delegated certifications and approvals under the applicable accountability framework
• Manage the delivery of the respective processes and standard transactions, services, and work products to be aligned with business plans and adhering to rules, regulations, and procedures.
• Conduct training in respective area of business operations support for clients and staff.
• Identify improved service line processes and procedures for optimal client service, efficiency and effectiveness.

The incumbent will perform the following duties:

• Attend meetings within WHO as well as within the one UN HR group on human resources matters; participate in discussions of new or revised procedures and practices, interpret and assess the impact of changes, and make recommendations for follow up action.
• Guide and brief/debrief staff members on issues related to HR matters inclusive of new procedures and policies, and the use of GSM staff service module.
• Extract and input data from GSM  in administrative, HR and other WHO systems as well as produce statistical reports and analysis.
• Respond to HR queries by providing information, advice and guidance on rules and regulations related to area of work and/or direct to the most appropriate source.
• Draft and prepare correspondences to respond to enquiries on relevant HR matters, inclusive of seeking advice from the HR unit in the Regional Office for the Eastern Mediterranean (EMRO).
• Monitor the expiration of all types of staff and non-staff contracts; initiate extensions, separations or other staffing actions; attach necessary documents; ensure availability of funds and coordinate with different partners to ensure timely finalization of actions
• In collaboration with the WHO Country Office (WCO) and HRS/EMRO, prepare establishment and classification of positions; type post descriptions and forms; advocate the use of generic job descriptions; update organization charts; initiate related position actions in GSM and follow up on the finalization of the establishment of new positions and recruitment of staff.
• Administer, in consultation with HR/EMRO, the recruitment process of General Services staff for the WCO; publish vacancy announcements; screen applicants; finalize necessary arrangements for tests/interviews; conduct reference checks and initiate necessary appointment actions and finalize contractual arrangements for Special Service Agreements (SSAs), Local Individual Agreement (LICA) / UNOPS contracts and UNOPS retainers’contracts.
• Coordinate the selection processes of professional positions with HR/EMRO.
• 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 on the timely submission of Performance Management reports
• Follow up with concerned units/stakeholders on necessary arrangements regarding statutory travel, visas, residency permits, security clearances, and UN ID’s for staff and non-staff.
• Administer the attendance system and GSM absence dashboard, update and maintain leave records for staff and non-staff (SSA holders, UNOPS LICA Holders , etc.) of the centre through:
• verifying leaves claimed on GSM for Staff or on the offline system for Non-Staff 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
• responding to staff queries related to leave system and coordinating with GSC and HRS/EMRO to solve any related issues.
• Support the AO Officer on needs basis with individual complex cases and undertake routine research to  prepare background material available for further consultation with Head of Office and/or HR/EMRO as need arise

Educational qualifications

• Essential: Completion of secondary education. Training and certification in one or more UN operational service areas or systems
• Desirable: University degree in business administration, or related field

Work experience

• Essential: A minimum of eight years of progressively responsible work experience relevant to the position (administrative support services and transactions in the operational support area, including Human Resources).

Desirable 

• Experience in administrative support positions within WHO or another United Nations agency.
• Experience in Oracle-based systems or another enterprise resource planning system.

Language requirements

• Expert knowledge in English and local language.

Source: https://careers.who.int/careersection/ex/jobdetail.ftl?job=2403707&tz=GMT%2B05%3A30&tzname=Asia%2FCalcutta