Human Resources Associate

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Description

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The Department of Administration and Finance is responsible for providing efficient and effective support service to all programmes and activities of the organisation in the Western Pacific Region in respect of human resources management, administration, budget and finance, procurement, conference, IT services, staff security and staff medical services. The objective of the Human Resources Management (HRM) unit in WPRO is to recruit the best qualified personnel in a timely manner; deliver effective and efficient HR services to clients in the Regional Office and country offices; promote a culture of staff well-being and development; and guide staff, including new and reassigned staff members, as well as managers through the provision of expert advice on all human resource related matters.

Duties:

Under the direct supervision of the Human Resources Officer (HRO) for the Hub or the Programme and Administrative Officer of the Philippine Country Office, the incumbent may be required to perform the following duties (duties are not all inclusive):

HR monitoring, compliance, reporting and initiation:

• • Monitors to ensure timely initiation of actions and compliance with WHO rules and regulations, of contract extensions, probationary periods, conversion of appointments, retirements, acting arrangements, WIGIs and maximum duration of contracts.
• • Initiates and drafts correspondence related to various HR actions (waivers, acting arrangements, exceptions, lateral transfers, etc.) and initiates GSM transactions following consultation with the manager and HRBP.
• • Monitors performance management compliance and liaise with managers to ensure timely completion of reports.
• • Monitors leave and absence in close consultation with the designated leave administrators within the division.
• • Conduct first level analysis and review of requests for hiring of consultants and interns to ensure completeness and compliance of submissions with HR policies and escalate as needed.
• • Prepare regular HR reports and statistics as needed.

HR planning:

• • In close consultation with the HRBP, provides support to the divisional HR planning exercise by providing updated reports of the workforce and status of vacant positions and maintains these reports regularly updated.
• • Ensures compliance with the usage of standardized post descriptions by entering the appropriate post descriptions in GSM and escalating to the HRBP any deviations.
• • Monitors the implementation of the divisional HR plans and initiates requests for advertisement and hiring, ensuring also that the associated actions in GSM are initiated.
• • In close collaboration with the Budget and Finance Associate manages the establishment (adding of positions) and maintenance (updating position parameters) of the HR Plan in GSM ensuring GSM reflects the approved HR plans for the division.
• • Supports restructuring/re-profiling and other review exercises by providing analysis,
• reports, data and organigrams as needed.

Selection and Recruitment processes:

• • When required supports the timely organization of selection and recruitment processes to ensure the efficiency of the selection and recruitment processes.
• Contract and entitlements management:
• • Acts as the primary focal point and provides briefings and advice to staff and non-staff (consultants and interns) at all levels on WHO rules and regulations, employment conditions, entitlements, and standard operating procedures.
• • Briefs new and departing staff on on-boarding and separation processes and related entitlements to ensure smooth and timely implementation of associated actions.
• • Acts as a focal point for staff and liaises closely with colleagues in the Global Service Center (GSC) on contractual and payroll matters.
• • Acts as the primary focal point for queries from staff and managers regarding employee and management self-service functions in the Global Management System (GSM).
• • Acts as the primary focal point for queries from leave administrators within the division on all matters related to leave and absence recording and management.

Emergency response operations:

• • Initiate HR Actions under emergency procedures, and liaise with HRT, Regional and Country Offices to ensure quick action in emergency response activities, including timely submission of Travel Requests, Evacuations, and deployment of staff.
• • Perform all other related duties as assigned and backstop other staff members when absent to ensure continued services.

Required Qualifications:

Education

Essential:

• Completion of secondary education.

Desirable: University degree is an asset. Training in the specialized areas of HR is preferred.

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 8 years of relevant experience in human resources and administrative positions, with progressive responsibility. Proven experience in the use of WHO’s Global Management System (GSM) or another oracle based Enterprise Resource Planning (ERP) system, SAP or other similar systems.

Desirable: Experience in supporting at least two human resources functions. Experience working in WHO or another UN Agency, preferably in the area of Human Resources Management.

Skills:

• Demonstrated skills and knowledge in two or more specialized areas of Human Resources with the ability to produce and analyze data and recommend appropriate actions.
• Sound knowledge in HR policy related to the administration of entitlements and benefits and employment conditions.
• Ability to detect shortcomings and anomalies and recommend remedial actions in line with WHO’s Staff Regulations and Staff Rules and the eManual.
• Sound judgment, integrity, respectful and exemplary behavior and service orientation.
• Adherence to confidentiality, tact and diplomacy in dealing with others.
• Good communication (written and oral) and excellent interpersonal skills.
• Proficiency in the use of standard Microsoft Office applications, with advanced level of Excel.
• Demonstrated IT skills and its application using HR software, in particular an Enterprise Resource Planning system (ERP) based on Oracle, SAP or similar platforms, E-recruitment systems (such as Stellis/Taleo and/or other HR related databases).

Language Skills:

Essential:

• Expert knowledge of written and spoken English.

Source:  https://careers.who.int/careersection/ex/jobdetail.ftl?job=2406914

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