Senior HR Assistant

WHO - World Health Organization, Cairo, Egypt

Skill Required:, HR and Admin
Preferred Experience: 
7 to 10 Year
Closing Date for Applications: 
18th June, 2018


Job Description

OBJECTIVES OF THE PROGRAMME

The overall goal of WHO’s Health Emergencies (WHE) Programme is to minimize the health consequences of emergencies due to any biological, natural, technological or societal hazard. Collective and sound health emergency and disaster risk management is essential to health security, to sustainable development and to building the resilience of communities, countries and health systems.

The objectives of WHO’s WHE Programme are: to help Member States build their capacity to manage health emergency risks and, when national capacities are overwhelmed, to lead and coordinate the international health response to contain outbreaks and to provide effective relief and recovery to minimize the impact on the health of affected populations. WHO’s Health Emergencies Programme directs all of the Organization’s work in health emergency risk management, with an all-hazards approach comprising risk reduction, preparedness, readiness, response and early recovery activities, and with a particular emphasis on the identification and mitigation of infectious hazards and risks.

The Programme is responsible for establishing and managing WHO’s operational capacity in acute and protracted emergencies, setting overall strategy and ensuring appropriate operational planning, managing field operations, developing and ensuring adherence to technical standards, and ensuring risk and performance monitoring. The Programme engages in relevant partnerships and inter-agency processes, recognizing that its impact should be optimized by coordinating, leveraging and facilitating the implementation roles of other local, national and international entities and partners best positioned to deliver the relevant clinical or other public health services. WHE Programme integrates and operates under the principles of humanity, neutrality, impartiality and independence in the serving populations affected by outbreaks.

DESCRIPTION OF DUTIES

The incumbent will perform the following duties:

  • Brief staff on appropriate contractual modalities and corresponding procedures in compliance with the staff rules and other policies; and on initiation and processing of HR actions;
  • Provide recruitment support to the HR officer, including preparation of all relevant forms, vetting of references, ensuring all administrative formalities are completed before issuance of contract;
  • In collaboration with WCO staff and HRS/EMRO the establishment, prepare establishment and classification of positions, type post descriptions and forms required for establishment of new positions, update organization charts, initiate related position actions in GSM and liaise with HR Unit and the Global Service Center for finalization of newly established positions and recruitment of professional staff;
  • Assist in the recruitment of General Service staff (GS), as well as hiring for Special Service Agreements (SSAs), Consultants and APWs through the procurement module as well as Temporary Advisers. Publish vacancy announcements, screen applicants, and finalize necessary arrangements for tests/interviews, conduct reference checks and initiate necessary appointment actions Monitor expiration of all types of staff and non-staff contracts; initiate extensions, separations and other staffing actions in GSM; attach necessary documents, check availability of funds, and follow up with different stakeholders timely finalization of actions.
  • Follow-up with HR/EMRO and GSC on the processing of all HR related issues
  • Ensure that target dates and deadlines are met, reminding HR Officer of such, that correspondence and queries are responded to in a timely manner, as well as verifying that outgoing correspondence is presented in accordance to WHO style, and checking language, grammar and accuracy prior to submitting for signature and clearance as appropriate; ensure that reports and statistical documents related to HR are submitted for clearance/signature are in line with WHO standards, rules, practices and procedures, redrafting, editing and correcting them as necessary prior to submission for signature/clearance;
  • Draft general and administrative correspondence and forms on own initiative or on the basis of instructions, finalizing for signature/clearance, monitoring completion and payment in liaison with HR Officer, analyzing incoming correspondence and requests in the light of background material, instructions, policies and precedents, researching, obtaining and attaching background information in anticipation of needs, or redirecting them as appropriate, identifying and highlighting incoming documents and background information requiring action by HR Officer and other staff, drawing their attention to specific items;
  • Compile HR and financial data for presentation to decision-makers and take necessary administrative action to implement decisions. Initiate correspondence to verify information, answer queries and obtain additional information on HR and financial matters.
  • Maintain liaison, obtain and request information from the different units in the Regional and Country Offices to facilitate action by the supervisor;
  • Liaise with Staff Development and Learning unit the induction and training of staff and non-staff at country office and sub-offices and ensure its timely completion. Brief staff and non-staff on HR related rules/procedures and the use of GSM staff service module.
  • Follow-up with concerned Units/Sections on necessary arrangements regarding, travel, visas, residency permits, security clearances, travel authorizations, UN ID’s, hotel bookings for staff and non staff.
  • Update and maintain HR confidential files (electronic and hard copies), including performance appraisal records, ensure confidentiality, and provide related statistical information and reports as and when necessary.
  • Ensure compliance of records and reports in accordance to WHO Staff Rules, policies and regulations;
  • Maintain an HR database, providing statistical information and producing reports on a regular or ad hoc basis;
  • Support the Human Resources Officer on needs basis with individual complex cases and undertake routine research to prepare background material available for further consultation with Head of Office and/or HR/EMRO as need arise.
  • Perform any other related duties as required, and replace other administrative staff.

REQUIRED QUALIFICATIONS

Education

  • Essential: Completion of secondary education supplemented by administrative training.
  • Desirable: University degree in business administration, social sciences or related field is an asset.

Experience

  • Essential: Minimum of eight years’ progressive experience in the area of administration including experience in human resources management. Experience in the use of automated e-recruitment system and integrated human resources information management systems. Experience in applying the United Nations Job Classification Standards is required.
  • Desirable: Experience in a UN organization in HR management

Skills

  • Demonstrated knowledge and application of human resources management policies and procedures.Very good organizational and stress management skills.
  • Very good analytical skills.
  • Very good knowledge of WHO/UN procedures and HR practices as applicable to the administrative level an asset.
  • Very good interpersonal skills as well as tact, discretion and courtesy.
  • Customer-focused with strong focus on results and delivering high quality and accurate work.
  • Ability to maintain good working relationships with clients and stakeholders, preserving confidentiality.
  • Producing and delivering quality results in pressing situations and conflicting priorities.
  • Personal drive and effectiveness with ability to plan and manage own workload.

WHO Competencies

  • Communicating in a credible and effective way
  • Teamwork
  • Producing results
  • Moving forward in a changing environment
  • Setting an example

Use of Language Skills

  • Essential: Expert knowledge of English. Expert knowledge of Arabic.
  • Desirable: Intermediate knowledge of French.

Source:https://careers.who.int/careersection/ex/jobdetail.ftl?job=1802536&tz=GMT%2B05%3A30


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