HR Clerk

Geneva

Organization: WHO - World Health Organization
Location: Geneva
Grade: Administrative support - GS-4, General Service - No need for Higher Education - Locally recruited position
Occupational Groups:
- Human Resources
- Administrative support
- HQ/HRD Human Resources Management
Closing Date: Closed

OBJECTIVES OF THE PROGRAMME

The Department of Human Resources Management (HRD) 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 Development, Organizational Design and Job Classification, Talent Management (including Succession Planning, Global staffing, Career Development and Training, Rotation and Mobility), application of the UN Common system's Compensation and Benefits, HR Legal Advisory Services, Administration of Justice, Global Staff/Management relations, representation of WHO in inter-agency UN Common System HR initiatives. The immediate programme ensures the efficient management of all aspects of HR planning and selection services at headquarters, including rotation and reassignment of staff for all headquarters-based programmes and operations. Being a source of authoritative advice on practical HR planning and recruitment-related functions in particular, the programme functions as a one-stop-shop for all selection and recruitment related issues.

DESCRIPTION OF DUTIES

I. Registration with Swiss Mission\:

a. Monitors the Stellis notifications and verify that that all on-boarded staff and non-staff have registered in the on-line tool to ensure compliance with the Swiss Mission's guidelines.

b. Records all information related to new legitimation cards received on a daily basis from the Swiss Mission in the on-line tool, which generates the pick-up messages.

c. Updates the on-line tool with all information related to legitimation cards, including information on legitimation cards exchanged and generate associated lists to be submitted to the Swiss Mission.

d. Screens the Dashboard of the on-line tool and return requests that are incomplete and missing documentation.

e. Monitors all requests that have been put on hold or returned for correction and follow-up regularly on these pending requests to ensure requests are processed swiftly.

f. Ensures the maintenance of the on-line tool with updated information/status by regularly generating reports and updating the data/status of requests as needed.

g. Files all reports and lists sent to the Swiss Mission and maintain the filing system up to date.

II. Attestations\:

a. Manages the HRS Attestation mailbox and responds to queries, maintains attestation templates up to date in both English and French languages.

b. Issues all requested attestations, in English and French, for signature by authorized team members based on data extracted from GSM and database on legitimations cards.

c. Provides GHR with historical data from archives as needed.

III. Support to the team\:

a. Assists team members in the logistical organization of the induction programme by preparing folders for participants, booking rooms and setting them up, organizing coffee breaks, etc.

b. Assists team members with the annual exercise for VAT refunds for staff members who hold diplomatic status by collating the D forms, logging receipt and sending emails to confirm receipt.

c. Sends out pick-up messages for petrol cards and other documents as needed.

d. Assists team members with any other daily tasks as and when needed and acts as back-up during absences.

e. Performs all other related duties as assigned.

REQUIRED QUALIFICATIONS

Education

Essential\: Completion of secondary school supplemented by training in administrative/HR work.
Desirable\: Additional relevant higher education an advantage.

Experience

Essential\: A minimum of 3 years of relevant experience in HR or administrative work with a focus on providing services to clients

Desirable\: Experience in WHO or a UN common system administrative area, preferably in the area of Human Resources, to have a sound experience of the Staff Regulations and Staff Rules, procedures and practices as related to the work.

Skills

Client service minded and oriented with ability to communicate with people at all levels of the organization with discretion and tact. Strong organizational skills and good sense of judgement and understanding of confidentiality. High sense of prioritization and attention to details.Good understanding of databases and its maintenance.Kowledge using WHO/UN system Staff Regulations and Staff Rules, procedures and practices

WHO Competencies

Teamwork
Respecting and promoting individual and cultural differences
Communication
Producing results
Moving forward in a changing environment

Use of Language Skills

Essential\: Expert knowledge of English. Expert knowledge of French.
Desirable\:

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 CHF 67,923 (subject to mandatory deductions for pension contributions and health insurance, as applicable) and 30 days of annual leave.

ADDITIONAL INFORMATION

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.