Job Title: Business Operations Associate (Human Resources), CPCP

Generic Job Profile
This job profile is one of the Core-Predictable, Country-Presence positions for WHO country offices, systematized using objective criteria to strengthen WHO’s strategic and operational presence in countries.

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:

1. 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.
2. 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.
3. Extract and input data from GSM in administrative, HR and other WHO systems as well as produce statistical reports and analysis.
4. 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.
5. 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).
6. 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
7. 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.
8. 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.
9. Coordinate the selection processes of professional positions with HR/EMRO.
10. 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
11. 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.
12. 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.
13. 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

Recruitment profile

Competencies

1) Teamwork
2) Respecting and promoting individual and cultural differences
3) Communication
4) Setting an example
5) Moving forward in a changing environment

6) Producing results

Competency link to add in the requisition on stellis : http://www.who.int/employment/WHO_competencies_EN.pdf?ua=1

Functional knowledge and skills
– WHO’s rules, regulations, support procedures, practices, rules, and regulations in following specialized operations’ -support discipline:
Human Resources support service:
– Support the administration of the Human Resources plan and the delivery of HR support services including the following sub-disciplines: contract management; staff recruitment, selection, onboarding and briefing of new staff

– Proven knowledge of additional, operational service areas with less complex rules and procedures, may be required, i.e.
▪ Primary support for logistics and transportation administration, inclusive of the warehouses, exemption documents, management of the office vehicles, supervision of drivers, and all related activities.
▪ Administration of the inventory of supplies and organizational assets
▪ Travel administration, processing requests, visa issuances, flight and hotel bookings, travel claims, and follow up on travel related issues
– Brief and explain administrative procedures to other members of staff.
– Team management and facilitation skills
– Strong interpersonal skills
– Flexibility to adapt to competing priorities and work in a fast-paced environment.

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.

Information technology (IT) and other skills
Proficiency in computers and office software packages, handling of web-based management systems, enterprise resource planning (ERP) systems and Cloud Management Enterprise System such as Workday

REMUNERATION

Remuneration comprises an annual base salary starting at USD 26,638 (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 and/or an asynchronous video assessment may be used as a form of screening.

In the event 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.

According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible.

Any appointment/extension of appointment is subject to WHO Staff Regulations, Staff Rules and E-Manual.

The WHO is committed to creating a diverse and inclusive environment of mutual respect. The WHO recruits and employs staff regardless of disability status, sex, gender identity, sexual orientation, language, race, marital status, religious, cultural, ethnic and socio-economic backgrounds, or any other personal characteristics.

The WHO is committed to achieving gender parity and geographical diversity in its workforce . Women, persons with disabilities, and nationals of unrepresented and underrepresented Member States (https://www.who.int/careers/diversity-equity-and-inclusion) are strongly encouraged to apply.

Persons with disabilities can request reasonable accommodations to enable participation in the recruitment process. Requests for reasonable accommodation should be sent through an email to reasonableaccommodation@who.int

An impeccable record for integrity and professional ethical standards is essential. WHO prides itself on a workforce that adheres to the highest ethical and professional standards and that is committed to put the WHO Values Charter (https://www.who.int/about/who-we-are/our-values) into practice.

WHO has zero tolerance towards sexual exploitation and abuse (SEA), sexual harassment and other types of abusive conduct (i.e., discrimination, abuse of authority and harassment). All members of the WHO workforce have a role to play in promoting a safe and respectful workplace and should report to WHO any actual or suspected cases of SEA, sexual harassment and other types of abusive conduct. To ensure that individuals with a substantiated history of SEA, sexual harassment or other types of abusive conduct are not hired by the Organization, WHO will conduct a background verification of short-listed candidates.

WHO has a smoke-free environment and does not recruit smokers or users of any form of tobacco

WHO also offers wide range of benefits to staff, including parental leave and attractive flexible work arrangements to help promote a healthy work-life balance and to allow all staff members to express and develop their talents fully

The statutory retirement age for staff appointments is 65. For external applicants, only those who are expected to complete the term of appointment will normally be considered.

For information on WHO’s operations please visit: http://www.who.int

Please note that WHO’s contracts are conditional on members of the workforce confirming that they are vaccinated as required by WHO before undertaking a WHO assignment, except where a medical condition does not allow such vaccination, as certified by the WHO Staff Health and Wellbeing Services (SHW). The successful candidate will be asked to provide relevant evidence related to this condition. A copy of the updated vaccination card must be shared with WHO medical service in the medical clearance process. Please note that certain countries require proof of specific vaccinations for entry or exit. For example, official proof /certification of yellow fever vaccination is required to enter many countries. Country-specific vaccine recommendations can be found on the WHO international travel and Staff Health and Wellbeing website. For vaccination-related queries please directly contact SHW directly at shws@who.int.

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This post is subject to local recruitment and will be filled by persons recruited in the local commuting area of the duty station.