Senior HR Assistant
World health Organization, Jordan
Closing Date for Applications:
OBJECTIVES OF THE PROGRAMME
To ensure that effective WHO country presence is established to implement WHO country cooperation strategies that are aligned with Member State's health and development agendas, and harmonized with the United Nations country teams.
DESCRIPTION OF DUTIES
The incumbent will perform the following duties:
- Attend meetings within WHO as well as within the one UN HR group on human resources matters; participate in discussions of new or revised procedures and practices, interpret and assess the impact of changes, and make recommendations for follow up action.
- Guide and brief/debrief staff members on issues related to HR matters inclusive of new procedures and policies, and the use of GSM staff service module.
- Extract and input data from GSM in administrative, HR and other WHO systems as well as produce statistical reports and analysis.
- Respond to HR queries by providing information, advice and guidance on rules and regulations related to area of work and/or direct to the most appropriate source.
- Draft and prepare correspondences to respond to enquiries on relevant HR matters, inclusive of seeking advice from the HR unit in the Regional Office for the Eastern Mediterranean (EMRO).
- Monitor the expiration of all types of staff and non-staff contracts; initiate extensions, separations or other staffing actions; attach necessary documents; ensure availability of funds and coordinate with different partners to ensure timely finalization of actions
- In collaboration with the WHO Country Office (WCO) and HRS/EMRO, prepare establishment and classification of positions; type post descriptions and forms; advocate the use of generic job descriptions; update organization charts; initiate related position actions in GSM and follow up on the finalization of the establishment of new positions and recruitment of staff.
- Administer, in consultation with HR/EMRO, the recruitment process of General Services staff for theYemen WCO; publish vacancy announcements; screen applicants ; finalize necessary arrangements for tests/interviews; conduct reference checks and initiate necessary appointment actions and finalize contractual arrangements for Special Service Agreements (SSAs), Local Individual Agreement (LICA) / UNOPS contracts and UNOPS retainers'contracts.
- Coordinate the selection processes of professional positions with HR/EMRO.
- Update and maintain HR confidential files (electronic and hard copies), including performance appraisal records, ensure confidentiality and provide related statistical information and reports asand when necessary. Follow up with staff and non-staff on the timely submission of Performance Management reports
- Follow up with concerned units/stakeholders on necessary arrangements regarding statutory travel, visas, residency permits, security clearances, and UN ID's for staff and non-staff.
- Administer the attendance system and GSM absence dashboard, update and maintain leave records for staff and non-staff (SSA holders, UNOPS LICA Holders , etc.) of the centre through:- verifying leaves claimed on GSM for Staff or on the offline system for Non-Staff against the records of the Time and Attendance system, alert staff in case of any discrepancy and inform supervisors of excess leaves/absence- submitting leave requests on behalf of absent staff members.- responding to staff queries related to leave system and coordinating with GSC and HRS/EMRO to solve any related issues.
- Support the HRO and OO 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
- Essential: Completion of secondary education supplemented by administrative training.
- Desirable: University degree in business administration, social sciences or related field is an asset.
- Essential: At least eight years of progressive experience in the area of administration, including experience in HR management.
- Desirable: Relevant experience in the UN system.
- Demonstrated knowledge and application of human resources management policies and procedures.
- Very good time management and stress management skills.
- Very good analytical skills.
- Good knowledge of WHO/UN procedures and HR practices as applicable to the administrative level
- Interpersonal skills as well as tact, discretion and courtesy
- Customer-focused with strong focus on results and deliver high quality accurate work.
- Personal drive and effectiveness with ability to plan and manage own work.
- Respecting and promoting individual and cultural differences
- Setting an example
- Moving forward in a changing environment
Use of Language Skills
- Essential: Expert knowledge of English. Expert knowledge of local language.
- Desirable: Intermediate knowledge of French.
The above language requirements are interchangeable.
REMUNERATION: WHO offers staff in the General Services category an attractive remuneration package, which for the above position includes an annual net base salary starting at JOD 17,425 (subject to mandatory deductions for pension contributions and health insurance, as applicable) and 30 days of annual leave.