HR Office Assistant, HR Support Services & Welcome Centre (HRS)

OBJECTIVES OF THE PROGRAMME

The Department of Human Resources and Talent Management (HRT) is responsible for providing a sound, well managed, responsive and efficient organization-wide Human Resources Management strategy, global HR policy and advisory services and operational HR measures which support the work of WHO and its member states, encompassing, but not limited to: HR Policy Development, Organizational Design and Job Classification, Talent Acquisition and Talent Management (including Workforce Planning, 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, and representation of WHO in inter-agency UN Common System HR initiatives.

DESCRIPTION OF DUTIES

I. Registration with Swiss Mission:

a. Supports the team in improving compliance with the Swiss Mission's requirements of registration by following-up regularly with staff and non-staff who have not registered.

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

c. 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.

d. 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.

e. Supports the Team Lead in management of household employee contracts, monitoring and following up on documentation and ensuring completeness of submissions. Drafts communications to the Swiss Mission and staff members on this subject.

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 electronic filing system up to date.

II. HRS mailboxes:

a. In collaboration with other team members, manages the HRS mailboxes and responds to queries in collaboration with Team Lead and other team members.

b. Issues attestations, in English and French, and other documents and letters 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. Administrative support:

a. Manages the HRS booking calendar and the reception desk for pick-ups and drop-offs.

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

REQUIRED QUALIFICATIONS

Education

Essential: Completion of secondary school or its equivalent.
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 a WHO administrative division, preferably in the area of Human Resources, to have a sound knowledge 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.

WHO Competencies

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

Use of Language Skills

Essential: Expert knowledge of English. Intermediate knowledge of French.
Desirable:
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 CHF 68,740 (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.