Organization: WHO – World Health Organization
Location: Istanbul
Grade: Administrative support – GS-6, General Service – No need for Higher Education – Locally recruited position
Occupational Groups:
Human Resources
Administrative support
Closing Date: 2024-08-20
OBJECTIVES OF THE PROGRAMME
The objective of the Division of Business Operations (BOS) is to support the work of WHO in the European Region through delivery of services within the areas of human resources, finance, contracting and procurement, legal advice, information & communications technology, printing, security, facilities management, fixed assets, conference support, travel and transport, safeguarding personnel and staff wellness and well-being. As an enabling function, the division enhances the productivity of the health technical programmes and country offices while at the same time overseeing accountability, transparency and compliance with WHO administrative rules and regulations. The BOS division strives to strengthen the capacity of WHO/Europe to react in an agile way to external and internal changes. The division projects are designed to increase productivity, ensure financial sustainability of the region’s structures, reinforce a client-oriented culture, strengthen country office capacities, and drive strategic initiatives to enhance staff motivation and well-being.
The purpose of the Human Resources and Talent Management (HRT) unit is to partner with the business adding value to the business process and work of EURO through the provision of tactical and operational advice to staff and managers on workforce planning; Policy & procedural guidance – Efficient and effective sourcing, recruitment & management of human resources; performance management compliance and advice to influence and promote a culture of continuous performance and ensure that mechanisms for a more inclusive, relevant and supportive performance culture; occupational health and related supports including the staff physician.
DESCRIPTION OF DUTIES
The purpose of these positions is to deliver efficient and effective HR services which are aligned with WHO’s rules, regulations, policies and procedures in a client service and solutions-oriented manner.
Key duties:
Contract and entitlements management:
• Acts as the primary focal point and provides briefings and advice to staff and non-staff (consultants and interns) at all levels on WHO rules and regulations, employment conditions, entitlements, and standard operating procedures.
• Briefs new and departing staff on on-boarding and separation processes and related entitlements to ensure smooth and timely implementation of associated actions.
• Acts as a focal point for staff and liaises closely with colleagues in the Global Service Center (GSC) on contractual and payroll matters.
• Acts as the primary focal point for queries from staff and managers regarding employee and management self-service functions in the Global Management System (GSM).
• Acts as the primary focal point for queries from leave administrators within the division on all matters related to leave and absence recording and management.
HR monitoring, compliance, reporting and initiation:
• Monitors to ensure timely initiation of actions and compliance with WHO rules and regulations, of contract extensions, probationary periods, conversion of appointments, retirements, acting arrangements, WIGis and maximum duration of contracts.
• Initiates and drafts correspondence related to various HR actions (waivers, acting arrangements, exceptions, lateral transfers, etc.) and initiates GSM transactions following consultation with the manager and HRBP.
• Monitors performance management compliance and liaise with managers to ensure timely completion of reports.
• Monitors leave and absence in close consultation with the designated leave administrators within the division.
• Conduct first level analysis and review of requests for hiring of consultants and interns to ensure completeness and compliance of submissions with HR policies and escalate as needed.
• Prepare regular HR reports and statistics as needed.
HR planning:
• In close consultation with the Recruitment Coordinator/HRBP, provides support to the divisional HR planning exercise by providing updated reports of the workforce and status of vacant positions and maintains these reports regularly updated.
• Ensures compliance with the usage of standardized post descriptions by entering the appropriate post descriptions in GSM and escalating to the HRBP any deviations.
• Monitors the implementation of the divisional HR plans and initiates requests for advertisement and hiring, ensuring also that the associated actions in GSM are initiated.
• In close collaboration with the Budget and Finance Associate manages the establishment (adding of positions) and maintenance (updating position parameters) of the HR Plan in GSM ensuring GSM reflects the approved HR plans for the division.
• Supports restructuring/re-profiling and other review exercises by providing analysis, reports, data and organigrams as needed.
Position Establishment, Classification and Management
• Prepares and delivers briefings on position descriptions, position management and related subjects to staff at all levels, as needed.
• Responsible for timely and appropriate administrative actions related to the establishment, abolition, and revision of positions for assigned client group, including their implementation in GSM.
• Ensures that all administrative actions in connection with positions are carried out to the established standards and in accordance with the applicable rules. Circulates paperwork for clearances to approvers, tracks and follows up for timely completion.
• Liaises with position owners in assigned client group units/divisions in connection with positions task and award mapping to ensure positions are fully established within the HR Plan.
• Monitors and assists assigned units/divisions with maintenance of positions in the EURO HR Plan in GSM, making the requested changes in position parameters (such as supervisors, titles, teams, grades, duty station).
• Facilitates any positions mass migration exercises and positions continuation between biennia in the EURO HR Plan in GSM.
• Conducts the tracking and maintains monitoring tools to facilitate efficient HR services, keeping an accurate record of position related actions at all times.
• Ensures any organizational re-structuring resulting in the creation of new budget centres in GSM is fully reflected in position description records (renumbering of positions).
• Assists with the revision and maintenance of generic position descriptions.
• Prepares background material for job desk reviews and provides other related assistance to the supervisor as required.
• Ensures compliance with the usage of standardized post descriptions and escalating to the HRO any deviations.
• Supports restructuring/re-profiling and other review exercises by providing analysis, reports, data and organigrams as needed.
Selection and Recruitment processes:
• When required supports the timely organization of selection and recruitment processes to ensure the efficiency of the selection and recruitment processes.
• Responsible for all actions relating to organizing the recruitment of workforce on staff contracts, which includes and not limited to GS staff, National Professional Officers, Professional staff, Secondments, Junior Professional Officers, and WHO Country Representatives for both fixed-term and temporary positions: screens applications for relevant minimum qualifications, reviews all documentation submitted by the Interested Party, arranges and follows-up on each stage of the selection process, including securing all required documentation from candidates. Participates and organizes in interviews, assists in drafting of interview questions, assists in drafting the final selection report. Reviews all requests for recruitment without advertisement, researches and prepares background documentation relevant to such requests, provides first recommendation to supervisor for decisions.
• Processes the necessary recruitment actions in the online recruitment tool for all staff contracts and related on-boarding actions.
• Manages and maintains rosters of workforce on Non-Staff contracts (Consultants, Interns, UN Volunteers). This includes issuance of ad hoc vacancies, screening, maintaining a database with information on availability, functional expertise, and feedback on performance. Maintains a vetting system for consultants to be retained on the roster and data collection on roster usage, as well as cross referencing consultant roster with past interns, volunteers and retirees. Performs outreach to technical areas in HQ and other regions to ensure availability of qualified experts in the consultant roster to cover various technical streams.
• Monitors the mailbox for contracting of consultants and SSAs and ensures timely processing of requests as per established procedures.
• Maintains data collection on recruitment activities (Stellis, monitoring tools) to support the HRS unit in the provision of statistics required for reports to executive management,
• Regional Committee, annual reports, etc. Develops ad hoc reports as and when needed.
• Reviews all requests for recruitment without advertisement, researches and prepares background documentation relevant to such requests, provides first recommendation to supervisor for decision.
• Participates in discussions of new or revised procedures and practices, suggesting new or improved internal guidelines, provides advice on interpretation and application of policies, regulations and rules within area of recruitment.
• Acts as back-up to other team members and provides support to supervisor on ad-hoc recruitment related work assignments; assists other HRS staff as required.
• Perform all other related duties as assigned and backstop the respective HR Business Partner and other Division HR Business Associates when absent to ensure continued services.
REQUIRED QUALIFICATIONS
Education
Essential: Completion of secondary school or equivalent
Desirable: Relevant higher education. Training in specialized areas of HR.
Experience
Essential: At least 8 years of progressively responsible experience in administrative work, including relevant work experience in human resources related areas.
Desirable: Experience in an international environment or institution. Relevant experience in WHO or in the UN. Experience working in WHO or another UN Agency, preferably in the area of Human Resources Management.
Skills:
• Demonstrated skills and knowledge in two or more specialized areas of Human Resources with the ability to produce and analyze data and recommend appropriate actions.
• Sound knowledge in HR policy related to the administration of entitlements and benefits and employment conditions.
• Ability to detect shortcomings and anomalies and recommend remedial actions in line with WHO’s Staff Regulations and Staff Rules and the eManual.
• Sound judgment, integrity, respectful and exemplary behavior and service orientation. Adherence to confidentiality, tact and diplomacy in dealing with others.
• Good communication (written and oral) and excellent interpersonal skills. Proven knowledge of the WHO or UN administrative rules, regulations and policies.
• Ability to identify and manage one’s own emotions, as well as helping others to do the same.
• Proficiency in the use of standard Microsoft Office applications, with advanced level of Excel.
• Demonstrated IT skills and its application using HR software, in particular an Enterprise
• Resource Planning system (ERP) based on Oracle, SAP or similar platforms, E-recruitment systems (such as Stellis/Taleo and/or other HR related databases.
WHO Competencies
Teamwork
Respecting and promoting individual and cultural differences
Communication
Knowing and managing yourself
Producing results
Use of Language Skills
Essential: Expert knowledge of English. Expert knowledge of Turkish.
Desirable: Intermediate knowledge of other UN language (French, Russian or German).
REMUNERATION
United States Dollars 20,546 as starting annual net base salary exempt from local income tax (subject to mandatory deductions for pension contributions and health insurance, as applicable) and 30 days of annual leave. For more information on the applicable salary scale for Türkiye: https://www.un.org/Depts/OHRM/salaries_allowances/salaries/turkey.htm
ADDITIONAL INFORMATION
This post is subject to local recruitment and will be filled by persons recruited in Türkiye. Applicants must have a valid work permit and be authorized to work in Istanbul; WHO does not sponsor work permits for non-nationals for positions subject to local recruitment.
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 and/or an asynchronous video assessment 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.
The WHO is committed to achieving gender parity and geographical diversity in its staff.
An impeccable record for integrity and professional ethical standards is essential. WHO prides itself on a workforce that adheres to the highest ethical and professional standards and that is committed to put the WHO Values Charter into practice.
WHO has zero tolerance towards sexual exploitation and abuse (SEA), sexual harassment and other types of abusive conduct (i.e., discrimination, abuse of authority and harassment). All members of the WHO workforce have a role to play in promoting a safe and respectful workplace and should report to WHO any actual or suspected cases of SEA, sexual harassment and other types of abusive conduct. To ensure that individuals with a substantiated history of SEA, sexual harassment or other types of abusive conduct are not hired by the Organization, WHO will conduct a background verification of final candidates.
WHO has a smoke-free environment and does not recruit smokers or users of any form of tobacco.
For information on WHO’s operations please visit: http://www.who.int.
The statutory retirement age for staff appointments is 65 years. For external applicants, only those who are expected to complete the term of appointment will normally be considered.
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