HR Assistant

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Description

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The Administration and Finance division provides administrative and financial services to all the regional activities and programmes to facilitate the achievement of WHO objectives.

The objectives of the Human Resources Unit are to carry out, in a strategic, timely and service-oriented manner, all human resources activities for the WHO Regional Office and country offices under its responsibility, including workforce planning and analysis, staffing, policy formulation and interpretation, medical services, learning and development, conflict resolution, and strategic advice on human resources matters to staff and management.

The Regional Human Resources Manager (RHRM) oversees human resources function at the WHO Regional Office and ensures the proper application of established staff rules, regulations, policies and practices. The RHRM also implements the various elements of the HR strategy, provides guidance and counsel on HR policy matters and issues, proposes, develops for approval, and implements HR policies which align regional and global HR strategy and HR management with WHO business strategy and performance

Duties:

Assists the responsible officer in:

• Identifying the best and most appropriate outreach activities to target the talent. 
• Sourcing potential candidates through various channels, such as hosting or participating in career events/job fairs, online channels (social platforms, professional networks). 
•  Managing a variety of outlets, such as job postings and social media, while effectively targeting the right kinds of candidates for the job. 

Recruitment and Selection: 

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

• 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. 
• 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 up-dated 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. 
• 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 Clusters within WHO to share, search for information and proactively develop new useful contacts. 

Required Qualifications:

Education:

Essential:

• Completion of secondary education supplemented by training in administrative/HR work

Experience

Essential:

• At least 5 years of relevant experience in HR or relevant administration experience performing HR functions 

Functional Knowledge and 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.

Source:  https://careers.who.int/careersection/ex/jobdetail.ftl?job=2403145

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