Human Resources Assistant

Incumbent is expected to work in accordance with established procedures and practices, dealing with routine matters independently and referring problems or unusual situations to supervisor. Broad guidance is provided by supervisor or other professional staff or through general objectives and instructions regarding resource allocation, divisions/programmes needs and priorities; WHO Staff Rules and Regulations, WHO e-Manual, Information notes, SOPs, established Human Resource procedures, practices and standards, guidelines for briefing/informing staff members. The incumbent is expected to use independent judgment and discretion in interpreting the above to the full range of issues and cases, to prepare alternative resolutions in final format requesting waivers or exceptions required from HRM, and to keep Managers and staff duly informed.

Summary of Assigned duties (Describe what the incumbent has to do to achieve main objectives)
The Human Resources Assistant under technical supervision of the Human Resource officer reports to the Operations Officer and perform the following GSM duties: –

• He/she assists in providing relevant HR information and initiating transactions in GSM in the following areas:–> Initiate position actions (Position classification and reclassification actions);–> Initiate Hiring and staffing actions, including preparation vacancy notices.–> Contract Management (appointments, extension of appointments, separation actions) changes in status actions;–> Advise on possible reasons of HRAP rejections;–> Provide support to Staff in initiating TRs for statutory travels (Processing of staff entitlements);–> Provide support to Staff in the use of the staff self-service module (GSM end-users).
• Monitoring and reporting of HR Actions: –> Through regular reporting, he/she will monitor transactions initiated, appointments coming to an end and that need to be extended, separation actions for a timely action on the part of managers and staff.
• He/she will liaise with HR counterparts in HRM/AFRO, IST and GHR to ensure a proper follow up on actions initiated at the CSU level.
• Leave Administration; Monitor staff and SSA presence and re conciliate GSM records, SSA records with actual absences. Make sure KPI related to leave & absence are met.
• The incumbent will serve as back up to the team members in similar or different positions within the CSU.
• Maintain an updated list of WCO/SSD workforce
• Any other tasks as may be required.

Competencies:

• Describe the core, management competencies required – See WHO competency model – list in order of priority, commencing with the most important ones.
• Communication
• Producing results
• Teamwork
• Moving forward in a changing environment

Functional Knowledge and Skills:

• Describe the essential knowledge and the skills specific to the position
• Work requires maintaining up to date knowledge on any changes to Staff Regulations and Rules as well as standard operating procedures. The incumbent is also expected to maintain computer skills including skills Global Management System, to the standard of the Organization by self-study or in house training. Knowledge of WHO rules regulations, policies and practices would be an asset.

Education Qualifications

• Essential: Work requires completion of secondary school. Knowledge of general administrative and HR Policy theory and procedures.
• Desirable: Training in UN/HR systems is an advantage. Proven skills in drafting and editing required.

Experience

• Essential: At least 8 years of experience in Human Resources and preferably with several years’ experience in WHO in an administrative cluster to have a sound knowledge of its rules, regulation, procedures and practices as related to the work.
• Desirable: Experience in other areas such as Programme Management, Travel and Procurement would be an asset.

Use of Language Skills
Languages

• Expert level knowledge of English is required.

Source: https://careers.who.int/careersection/ex/jobdetail.ftl?job=2401117