The Division of Administration and Finance provides administrative and financial services to all regional activities and programmes to facilitate achievement of WHO objectives. The post is located within the Human Resources Management (HRM) unit which provides effective delivery of HR services and support to the Region's technical programmes. Specifically, the unit is responsible for job design and classification, recruitment and selection, contract administration, entitlements administration, learning and development, performance management, HR advisory services the Region, coordination of salary surveys and other related surveys initiated by the International Civil Service Commission (ICSC). The unit also contributes to HR policy development and/or review.
Description Of Duties
Under the supervision of the Administrative Assistant (Human Resources Support Team) and guidance of the Human Resources Officer, the incumbent will perform the following functions:
Provides end to end support in all HR matters relating to contract administration.
Administers the onboarding process of new staff members (GS-General Service, NPO-National Professional Officer and P-Professional up to P5), including: providing information to incoming staff; monitoring of completion of required documents and information; salary review/step determination; coordinating with the hiring managers on the start date and other teams/units (e.g. Travel, Administrative Services Office) on other requirements; coordinating with the Global Service Centre (GSC) on appointment letters and other requirements.
Handles requests for contract extension of all staff members.
Handles requests for acting arrangement of staff members (GS, NPO, P up to P5).
Administers the reassignment of staff members (GS, NPO, P up to P5), including: providing information to the staff member; coordinating with the releasing and receiving managers on the effective date; coordinating with other teams/units on other administrative requirements, as needed (e.g. travel, visa, government clearance); coordinating with the GSC on reassignment letters and other requirements.
Administers the separation of staff members (GS, NPO, P up to P5), including: providing guidance and information to staff member through formal clearance procedures; coordinating with the relevant teams/units on other administrative requirements, as needed; coordinating with the GSC on the separation letter and other requirements; ensuring local clearance certificate and other forms are completed and sent to GSC, WHO Pension HQ and Staff Health Insurance (SHI) in a timely manner. Provides further assistance on more complex retiree concerns, as needed.
Handles requests for non-staff contracts (consultants and APWs-Agreement for Performance of Work for individuals).
Provides support to the onboarding of conference staff.
Provides briefing and advice to GS staff in the Regional Office on conditions of employment, entitlements, obligations, and administrative formalities.
Monitors contract end dates and sends advance notifications and recommendations to managers to ensure timely renewals or initiation of separation action and clearance formalities with due regard to standard notice period. Provides information and advice to managers on the process of contract extension, reassignment, separations and other related HR staffing actions, to ensure programme needs are met within WHO rules and regulations.
Coordinates with the GSC in respect of recruitment and reassignment correspondence, offers of appointment, changes in status of staff, acting arrangement, separation, secondment, other contractual arrangements, and staff entitlements. Liaises with GSC on a monthly basis regarding contract extensions and separations for the monthly payroll.
Monitors and analyses exceptional cases, researches precedent cases, and suggests solutions and recommendations for discussion with the supervisors.
Provides assistance in developing/improving internal processes to contribute to work efficiency.
Assists in ensuring that implementation of HR policies is carried out in compliance with the relevant rules, regulations and policies.
Performs other related tasks as required or instructed, including providing support to other areas of work in the team/unit (e.g., recognition and award ceremonies for long-service and retirement; administrative actions pertaining to staff entitlements, administrative actions pertaining to conflict resolutions, appeals and disciplinary matters; medical evacuation requests; salary advance requests; safe driving bonus requests).
Required Qualifications
Essential: Completion of secondary education Desirable: University degree in human resources, behavioral sciences, social sciences, or related fields. Training in human resources management. Training in the use of enterprise resources planning system.
Education
Experience
Essential: Minimum of five years experience in administrative and HR work.
Desirable: Experience in human resources management acquired in large organizations. Experience in a multi-cultural work environment.
Skills
Good working knowledge of HR policies, rules and regulations and processes.
Good analytical and problem-solving skills.
Excellent skills and knowledge in computer applications, e.g. MS Office are desirable.
Familiarity in the use of enterprise resource planning (ERP) systems.
Excellent communication and interpersonal skills. Tact, diplomacy and sound judgement in dealing with sensitive and confidential matters.
Ability to work harmoniously as a member of a team, adapt to diverse educational and cultural backgrounds, and maintain a high standard of personal conduct
Use Of Language Skills
Essential: Expert knowledge of written and spoken English.
