Job Title: Senior HR Assistant
Organization: World Health Organization (WHO)
Contractual Arrangement: Temporary appointment under Staff Rule 420.4
Contract Duration (Years, Months, Days): 1 Year (Subject to availability of funds, satisfactory performance and continuing need for the position)
Closing Date: Jun 9, 2021, 12:59:00 AM
Primary Location: Jordan-Amman
Organization Unit: EM/POL Polio Eradication
IMPORTANT NOTICE: Please note that the deadline for receipt of applications indicated above reflects your personal device’s system settings.
OBJECTIVES OF THE PROGRAMME
The objective of the POLIO programme is to eradicate Polio as per the Global Eradication Initiative(GPEI) End Game and Legacy Planning 2013-2018as well as reducing morbidity of other EPI diseases.
DESCRIPTION OF DUTIES
1. In collaboration with the EMRO POL 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 professional staff.
2. Lead and manage, in consultation with HR/EMRO, the recruitment process of General Services staff for the EMR POL; 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), Consultants and Agreements for Performance of Work (APWs) ) related to the Center and Middle East Emergency through the procurement module.
3. 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.
4. Ensure compliance of records and reports in accordance to WHO Staff Rules, policies and regulations
5. Coordinate with HR/EMRO and GSC on the processing of all HR related issues
6. Administer the attendance system and GSM absence dashboard, update and maintain leave records for staff and non-staff (SSA holders, consultants, etc.) of the centre through:
–> verifying leaves claimed on GSM 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, and following up with staff to ensure confirmation of leaves on GSM;
–> responding to staff queries related to leave system and coordinating with GSC and HRS/EMRO to solve any related issues.
7. 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.
8. 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. Follow up with staff and non-staff on the timely submission of Performance Management reports.
9. Liaise with the Staff Development and Learning unit the induction and training of staff and non-staff of the centre and those deployed to the country office and ensure its timely completion. Brief staff and non-staff on HR related rules and regulations, work procedures and the use of GSM staff service module.
10. 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.
11. Evaluate and recommend enhancement to HR procedures as they relate to the WHO Country Office (WCO). Participate in discussions with EMRO on new/revised procedures and practices; interpret the impact of changes and make recommendations on follow up actions.
12. Support the HR 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
Essential: Completion of secondary education supplementedby administrative training.
Desirable: Universitydegree in business administration, social sciences or related field is an asset.
Essential: At least eight years’ progressive experience inthe area of administration, including experiencein HR management.
Desirable: Relevant experience in the UN system.
-Demonstrated knowledge andapplication of human resources management policies and procedures.-Very good time managementand stress management skills.-Very good analyticalskills. -Good knowledge of WHO/UNprocedures and HR practices as applicable to the administrative level. Interpersonalskills as well as tact, discretion and courtesy.-Customer-focused withstrong focus on results and delivering high quality and accurate work.-Personal drive andeffectiveness with ability to plan and manage own workload.
Respecting and promoting individual and cultural differences
Setting an example
Use of Language Skills
Essential: Expert knowledge of English. Expert knowledge of Arabic.
Desirable: Intermediate knowledge of French.
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 18,521 (subject to mandatory deductions for pension contributions and health insurance, as applicable) and 30 days of annual leave.
- This vacancy notice may be used to fill other similar positions at the same grade level
- Only candidates under serious consideration will be contacted.
- A written test may be used as a form of screening.
- In the event that your candidature is retained for an interview, you will be required to provide, in advance, a scanned copy of the degree(s)/diploma(s)/certificate(s) required for this position. WHO only considers higher educational qualifications obtained from an institution accredited/recognized in the World Higher Education Database (WHED), a list updated by the International Association of Universities (IAU)/United Nations Educational, Scientific and Cultural Organization (UNESCO). The list can be accessed through the link: http://www.whed.net/. Some professional certificates may not appear in the WHED and will require individual review.
- Any appointment/extension of appointment is subject to WHO Staff Regulations, Staff Rules and Manual.
- Staff members in other duty stations are encouraged to apply.
- For information on WHO’s operations please visit: http://www.who.int.
- WHO is committed to workforce diversity.
- WHO’s workforce adheres to the WHO Values Charter and is committed to put the WHO Values into practice.
- WHO has a smoke-free environment and does not recruit smokers or users of any form of tobacco.
- This post is subject to local recruitment and will be filled by persons recruited in the local commuting area of the duty station.