Human Resources Business Associate

World Health Organization

Suva, Fiji

Experience: 3 to 5 Years

Skill Required: Media and Communication

The purpose of this position is to deliver efficient and effective HR services which are aligned with WHO’s rules, regulations, policies and procedures in a client service and solutions-oriented manner.
Objectives of the Programme and the immediate Strategic Objective: The Department of Human Resources and Talent Management (HRT) is responsible for providing a sound, well managed, responsive and efficient organization-wide Human Resources Management strategy and global HR advisory services which support the work of WHO and its member states, encompassing, but not limited to: HR Policy Coordination and Development, Talent Acquisition and Management, Organizational Design and Job Classification, HR Business Partnering, application of the UN Common system's Compensation and Benefits, Administration of Internal Justice, Global Staff/Management relations, representation of WHO in inter-agency UN Common System HR initiatives. 
Organizational context:  Based in the HR Business Partners Unit (HBP) in the Department of Human Resources and Talent Management (HRT), the HR Business Associate (HRBA) is assigned to a specific Division or client group. The position reports directly to the respective HR Business Partner 
(HRBP) responsible for that Division or client group. The incumbent works in close consultation with the HR Business Partner and other areas of HRT to ensure that accurate and consistent advice, information and services are provided to the workforce (i.e. individuals on all contract types within the Organization). The HR Business Associate (HRBA) proactively provides support, services and advice to the workforce and management throughout the Division or assigned client group, using initiative and sound judgement in the application and interpretation of guidelines, escalating complex cases as needed, providing case summaries and proposing recommendations based on established policies and regulations. The HRBA plays a key operational role while at the same time monitoring all.
HR transactions for timely actions and compliance with rules, policies and procedures, thereby ensuring consistency in business approach. In addition, regular interaction is required with the Global HR Unit (GHR) and the Payroll team based in the Global Service Center (GSC) to trouble shoot and address individual cases. 
Summary of Assigned duties:
Within the delegated authority, the incumbent is assigned all or part of the following responsibilities: 

The position contributes to the integrity of HR processes across the Division by ensuring that a comprehensive array of HR services and activities are carried out in all the departments on a timely basis, fully compliant with rules and regulations of the Organization, and in adherence to the policies and procedures. The assigned list of duties – not necessarily limited to the ones listed below cover a range of responsibilities required at the Division level and may vary depending on individual Division needs. 
As the divisional focal point for HR matters, the incumbent will have the following assigned 
duties:

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. 
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. 
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 the respective HR Business Partner and other Division HR Business Associates when absent to ensure continued services.
Functional Knowledge and 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. Proven knowledge of the WHO or UN administrative rules, regulations and policies. 
  • 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.