Human Resources Associate

tendersglobal.net

Job Description

The Department of Administration and Finance is responsible for providing efficient and effective support service to all programmes and activities of the organization 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.
Description Of Duties:
Under the direct supervision of the Human Resources Officer (HRO) for the hub, with guidance from the Regional HR Manager (RHRM), the Human Resources Associate will provide support in the following areas:
HR monitoring, compliance, reporting and initiation:

Monitors contract extensions, probationary periods, conversion of appointments, retirements, acting arrangements, Within Grade Increments (WIGIs) and maximum duration of contracts, to ensure timely initiation of HR actions and compliance with WHO rules and regulations.
Initiates and drafts correspondence related to various HR actions (waivers, acting arrangements, exceptions, lateral transfers, etc.) and initiates GSM (ERP) transactions following consultation with the manager and Human Resources Officer (HRO).
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 programme.
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 implementation:

In close consultation with the HRO, supports the programme HR planning and implementation by providing updated reports of the workforce and status of vacant positions, updating these reports regularly. initiating requests for advertisement and hiring and ensuring that the associated actions in GSM are initiated.
Ensures compliance with the usage of standardized post descriptions and escalating to the HRO any deviations.
Supports restructuring/re-profiling and other review exercises by providing analysis, reports, data and organigrams as needed.

Selection and Recruitment processes:

Reviews all requests for recruitment, researches and prepares relevant background documentation, provides first recommendation to supervisor for decisions and process the necessary actions in the online recruitment tool.
As required, screens applications for relevant minimum qualifications, reviews all documentation submitted by the Interested Party, arranges and follows-up on each stage of the selection process, including securing all required documentation from candidates.
Participates in selection panels for GS/NPO and assigned International Professional recruitments, organize interviews, assists in drafting of interview questions and the final selection report.

Administration of Benefits and Entitlements:

Briefings and advice to personnel at all levels on WHO rules and regulations, employment conditions, entitlements, and standard operating procedures.
Contractual and payroll matters, liaising closely with colleagues in the Global Service Center (GSC).
Queries from staff and managers regarding employee and management self-service functions in the Global Management System (GSM).

HR information and initiation of transactions in GSM in the following areas:

Initiate position actions (Position classification and reclassification actions);
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 HRT/WPRO and GHR to ensure a proper follow up on actions initiated
Liaises with different Clusters within WHO to share, search for information and proactively develop new useful contacts.

Leave Administration:

The incumbent will serve as back up to the team members in similar or different positions within the HRM unit and perform all other related duties as assigned.

Required Qualifications:
Education:

Essential: Completion of secondary school education is required, preferably supplemented by a relevant technical or university course/training.
Desirable: Higher education or certification in the area of human resources management, is an advantage

Experience:

Essential: At least 8 years of work experience in human resource management/administrative related work, with considerable exposure to HR practices, rules, and policies in an organizational context.

Desirable:

Sound knowledge of the Staff Regulations and Staff Rules, procedures and practices as related to the work within the UN/WHO, international organizations.
Proven experience in the use of Enterprise Resource Planning (ERP) systems.

Skills:

Good working knowledge of HR theories, policies and procedures, preferably with emphasis on recruitment
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
Work requires maintaining up to date knowledge on any changes to Staff Regulations and Rules as well as standard operating procedures. Ability to establish and maintain effective working relationships with people of different national and cultural background.
Skills and knowledge in computer applications, e.g. MS Office, Excel. Skills in electronic recruitment tools and Enterprise Resource Planning (ERP) systems would be an advantage.

WHO Competencies:

Teamwork
Respecting and promoting individual and cultural differences
Communicating
Producing results
Moving forward in a changing environment

Use of Language Skills:

Essential: Expert knowledge of English.

Source: https://careers.who.int/careersection/ex/jobdetail.ftl?job=2400152

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Human Resources Associate

Job Description

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