Human Resources Associate

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About the Organization

Founded in 1948, WHO is the United Nations agency that connects nations, partners and people to promote health, keep the world safe and serve the vulnerable – so everyone, everywhere can attain the highest level of health.

WHO leads global efforts to expand universal health coverage. We direct and coordinate the world’s response to health emergencies. And we promote healthier lives – from pregnancy care through old age. Our Triple Billion targets outline an ambitious plan for the world to achieve good health for all using science-based policies and programmes.

Job Description/Responsibilities

Under the overall guidance of the National Professional Officer (HR), NO-C, and direct supervision of the National Professional Officer (HR), NO-A, the incumbent performs the following 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 onboarding 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 Regional Office and Global Service Center (GSC) on contractual 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 WCO 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 supervisors. Monitors performance management compliance and liaises with managers to ensure timely completion of reports. Monitors leave and absence in close consultation with the designated leave administrators within WCO. Conducts first level analysis and review of requests for hiring of consultants and interns to ensure completeness and compliance of submissions with HR policies and escalates as needed. Prepares regular HR reports and statistics as needed.
• HR planning: In close consultation with the HR Specialist / Executive Associate (HR), provides support to the 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 supervisors for any deviations. Monitors the implementation of the WCO HR plan and initiates requests for advertisement and hiring, ensuring also that the associated actions in GSM are initiated. In close collaboration with the WCO Budget and Finance unit, 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 WCO. 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. Monitors the selection and recruitment process from drafting vacancy notice, preliminary screening of applications, logistics of selection panels, coordination with panel members and candidates, conducting reference checks. Participates in selections and ensures that the panel members and candidates are kept abreast of developments in the process.
• Other operations: Supports the Capacity Building initiative as part of WCO-SDL committee. Provides assistance to relevant HR related projects in the WHO Country Office for India. Supports in preparation of documents / presentations for management meetings / HR Committee. Conducts HR-related trainings - GSM, e-PMDS for staff. Acts as supervisory backup in the absence of the Executive Associate (Human Resources).
• Performs all other related duties as assigned and backstops the respective HR staff when absent to ensure continued services.

Education Qualification/Required Skills & Experience

• Essential: Completion of secondary school education.
• Desirable: Training in the specialized areas of HR.

Experience

• Essential: At least eight (8) years of work experience in clerical / administrative positions.
• Desirable: Experience working in WHO or another UN Agency, preferably in the area of Human Resources Management with progressive responsibility, of which a minimum of three (3) years' experience in support of at least two human resources functions. Proven experience in the use of WHO's Global Management System (GSM) or another oracle-based Enterprise Resource Planning (ERP) system, SAP or other similar systems.

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.

WHO Competencies

• Teamwork
• Respecting and promoting individual and cultural differences
• Communication
• Producing results

Use of Language Skills

• Essential: Excellent knowledge of written and spoken Hindi and English.
• Desirable:

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