HR Assistant

OBJECTIVES OF THE PROGRAMME

The WHO Global Service Centre (GSC), Malaysia provides specialized services to all staff and all WHO offices worldwide in respect of human resources, procurement, finance and support of corporate IT applications and infrastructure. The aim of the GSC is to provide the swift and reliable delivery of a comprehensive array of products and specialized services covering all these fields. The Global Human Resources (GHR) team within the GSC focuses on the execution of HR services on a global scale with the aim to provide reliable, efficient and consistent services as a one-stop-shop for all staff in WHO and partner agencies.

DESCRIPTION OF DUTIES

This is one of several identical job descriptions at the GSC. Within the delegated authority, the incumbent is assigned all or part of the following responsibilities. However, staff may be reassigned to perform other duties within GHR as determined by the Coordinator, GHR which includes ad hoc assignments, reinforcing other teams or replacing other staff members as required.

Under the direct supervision of the Team Lead, the incumbent reviews and processes GHR transactions as follows\:

- Appointment of locally recruited staff, conference staff with travel and professional staff appointed for 60 days or less without positions.

- Extension of temporary contracts of locally recruited staff.

- Acting arrangement with and without pay and extension of acting arrangements beyond one year.

- Processing of conversion of continuing appointments and issuance of appropriate letters to staff members.

- Review and administer change in Full Time Equivalent (FTE) including updating of FTE Special Information Tables (SITs) and leave and absence module, as appropriate and issuance of appropriate letters to staff members.

- Administer and prepare letters related to change in grade (reclassifications).

- Administer and prepare letters related to reassignment of staff members, without change in duty station (e.g. lateral transfer, promotions).

- Separation of locally recruited staff and administration of leave encashment.

- Review supporting documents, determine eligibility and administer language allowance and accelerated Within-Grade Increases (WIGIs).

- Process education grant final claims (except cases involving no pro-rata calculations or cases pertaining to staff on inter-agency transfers).

- Process statutory travels Travel Requests (TRs) and Retro-active Travel Claims (RTCs) (home leave, family visit, Rest & Recuperation (R&R) and education grant travel).

- Prepare letter and administer redeployment of staff within a country.

- Review supporting document and administer self-service requests, dependency related transactions, including change in personal status involving. - Domestic partnerships and same sex marriages, change in nationality, change in recognized place of residence and salary advance emergency.

- Administer planned and confirmed home leave, R&R leave, paternity leave, maternity leave, adoption leave, special leave with / without pay, leave without pay, including issuance of letters, as appropriate.

- Uploading all GHR transaction related supporting documents in the L Drive for Enterprise Content Management (ECM) upload.

- Updating the status of implementation in both electronic Service Level Agreement (eSLA) and HR Action Plan (HRAP).

REQUIRED QUALIFICATIONS

Education

Experience

Essential\: At least 5 years of relevant experience in HR management and/or administration.
Desirable\: Experience in the use of an ERP system such as Oracle.

Skills

- Good technical expertise in human resources.

- Ability to multi-task while paying attention to detail.

- Good knowledge in the use of spreadsheet, word processing and web-based software.

- Meticulous and detail-oriented.

- Good analytical and general organizational skills.

- Sound judgement, integrity and tact when dealing with others.

- Excellent inter-personal and communication skills.

- Ability to brief others and explain procedures.

WHO Competencies

Use of Language Skills

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 MYR 50,770 (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.

• 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.