Roster Human Resources Associate

OBJECTIVES OF THE PROGRAMME

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:

1- 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.

2 – 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.

3 – 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.

4 – 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).

5 – 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).

6 – 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.

7 – Leave Administration;

8 – 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
• Good knowledge of WHO rules, procedures and office practices is desirable.

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

1. Teamwork
2 Respecting and promoting individual and cultural differences
3. Communicating
4. Producing results
5 Moving forward in a changing environment

Use of Language Skills

Essential: Expert knowledge of English.

REMUNERATION

WHO offers staff in the General Services category an attractive remuneration package, which for the above position includes an annual net base salary starting at PHP 935,973 (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 that 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 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 staff. Women, persons with disabilities, and nationals of unrepresented and underrepresented Member States (https://www.who.int/careers/diversity-equity-andinclusion) 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 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 final candidates.
– WHO has a smoke-free environment and does not recruit smokers or users of any form of tobacco.
– For information on WHO’s operations please visit: http://www.who.int.
– 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 years. For external applicants, only those who are expected to complete the term of appointment will normally be considered.
– 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.
– This post is subject to local recruitment and will be filled by persons recruited in the local commuting area of the duty station.
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