Human Resources Assistant

World Health Organization, Pretoria, South Africa

Skill Required:, HR and Admin
Preferred Experience: 
5 years
Closing Date for Applications: 
14th August, 2021

Job Description


The objective of the Human Resources Unit is to deliver the new HR service model in an efficient and timely manner. This means responsibility for all human resources activities for the WHO Regional Office for Africa and 47 countries in the African region, such as position classification, recruitment, contract administration, employment conditions and entitlements, policy formulation and staff development. As the first point of contact for HR issues, the team will provide advice on personnel matters to senior management and approximately 2700 fixed and short-term staff members in the region in a close partnership with the client base.


Within a centralized team offering one-stop-shop HR business services to focused client teams, the HR Assistant will provide administrative and HR support to the Human Resources sub-team, in accordance to WHO Staff Rules and Regulations, WHO Manual provisions and policies. The HR Assistant will provide support in all areas of HR, such as recruitment and selection, appointment and termination, contract administrations and staff entitlements, policy advice and staff development liaising with the supervisor for guidance and specialized HR experts within the team.


The incumbent will perform the following duties:

Provide relevant HR information and initiate transactions in the Global Management System  (GSM) in the following areas;

  • Initiate position actions (Position classification and reclassification actions);
  • Initiate Hiring and staffing actions, including hiring of consultants;
  • 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).

Monitor and Report on 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 specialized HR Officers in the larger HR team and HR team in the Global Human Resources services in Kuala Lumpur (GHR) to ensure a proper follow up on actions. Track transactions and follow up with overdue ones;
  • Performs some actions related to recruitment and selection processes in Stellis recruitment and onboarding system for fixed and short-term staff in the professional and general services categories such as requisition initiation, publishing of the vacancy notice, prescreening candidates and communicating the longlist with hiring managers, organizing testing and interviews, generating selection reports and initiating the pre-onboarding and onboarding processes;
  • Hire freelance translators for jobs requested by Units as directed by the Chief, Translation and Interpretation;
  • The incumbent will serve as back up to the team members in similar positions covering their portfolio of clusters.
  • Perform any other related duties/responsibilities as required.



Essential: Completion of secondary school or equivalent, and training in personnel/human resources management.



Essential: At least 5 years of experience in administrative positions, preferably in functions encompassing personnel matters. Experience in interpreting personnel rules and procedures as well as administration of staff entitlements.

Desirable: An in-depth knowledge of WHO Rules and Regulations, WHO Manual, and experience or knowledge of staff entitlements highly desirable.


  • 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 expertise in the 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.

Use of Language Skills

Essential: Excellent knowledge of English.
Desirable: Working knowledge of French would be an asset.


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