Human Resources Assistant

Grade: G4 Contractual Arrangement: Fixed-term appointment Contract Duration (Years, Months, Days): 2 years Job Posting: Apr 29, 2024, 10:07:16 PM Closing Date: May 14, 2024, 4:59:00 PM Primary Location: Indonesia-Jakarta Organization: SE_INO WR Office, Indonesia Schedule: Full-time
IMPORTANT NOTICE: Please note that the deadline for receipt of applications indicated above reflects your personal devices system settings. OBJECTIVES OF THE PROGRAMME WHO is a specialized agency of the United Nations with objectives to promote health, keep the world safe and serve the vulnerable. The WHO Indonesia Country Office directs and coordinates the authority for health by supporting the Indonesian Government in the formulation, implementation and evaluation of national health policies, strategies and plans, setting norms and standards, improving knowledge dissemination and management, monitoring country health situation and building sustainable institutional capacity. The Country Office continually improves its administrative efficiency in managing financial and human resources in a results-oriented and transparent manner. This is crucial for the organization to deliver appropriate technical assistance to the Government.
DESCRIPTION OF DUTIES Under the direct supervision of the NPO (Human Resources) and general supervision of the Administrative Officer (AO), the incumbent provides variety of human resources and administrative support to ensure the efficient daily running of the HR Unit as follows: 1. Provides general support in recruitment activities for all assigned jobs.2. Assists in maintaining vacancy announcement files and tracking status of all recruitments keeping WCO Indonesia management and the HMs informed.3. Serves as the induction and orientation focal point for the HR unit.4. Assists in monitoring the transfer of candidate files between offices, arranging for interviews, and entering data on candidates into the roster.5. Assists in preparation agenda and providing relevant documentation required for recruitment related meetings.6. Assists on the request of Medical Clearances for new WHO personnel.7. Assists in providing advice and answers general queries on job classification procedures and processes.8. Assists in monitoring the recruitment email and recruitment platforms for external messages and enquiries.9. Assists in providing information and advice to all personnel with respect to conditions of service, duties and responsibilities, and privileges and entitlements under the organization staff rules and regulations.10. Assists in the monitoring of consultant payment schedules and processes payments in coordination with Finance Unit in a timely manner.11. Assists in advising and informing separating local staff on procedures and the related entitlements and assist them in final arrangement.12. Assists in providing support to individual local staff members on matters related to salaries and allowances, and to substantive offices on HR related matters.13. Assists with guiding staff on performance management and staff development, monitoring compliance as required.14. Assists in the organization of training courses and workshops in consultation and coordination with Staff Development and Learning (SDL) team.15. Assists in the support of specific career needs of staff.16. Assists in the revision and maintenance of time and attendance records of staff, processing leaves requests, liaising with the relevant unit heads and staff in cases of discrepancies.17. Assists in the regular update of HR related automated systems, applications and databases; Scheduling appointments/meetings, monitoring deadlines, etc.18. Assists in providing general office support services; drafting and/or processing a variety of correspondence and other communications19. Performs other work-related duties as required.
REQUIRED QUALIFICATIONS Education Essential: Completion of secondary school education or equivalent.
Desirable: Bachelors or Masters degree in area of Administration, Management, Human Resources, Organizations Psychology, Education, Finance, Project Management or equivalent from a recognized university.
Experience Essential: At least three (3) years experience in the field of human resources management, administrative services, education, or related field is required.
Desirable: -> Knowledge of United Nations administrative rules and regulations is an asset. -> Working experience in International organization or in large private company with international exposure.
Skills • To establish and maintain effective working relationships with people of different national and cultural backgrounds;• Excellent written and oral communication/drafting skills• Ability to apply technical knowledge in day-to-day work
WHO Competencies Teamwork
Respecting and promoting individual and cultural differences
Communication
Producing results
Moving forward in a changing environment
Use of Language Skills Essential: Intermediate knowledge of English.
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 IDR 160,088,000 (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 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.

• According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible.

• Any appointment/extension of appointment is subject to WHO Staff Regulations, Staff Rules and Manual.

• The WHO is committed to creating a diverse and inclusive environment of mutual respect. The WHO recruits and employs staff regardless of disability status, sex, gender identity, sexual orientation, language, race, marital status, religious, cultural, ethnic and socio-economic backgrounds, or any other personal characteristics.

• The WHO is committed to achieving gender parity and geographical diversity in its staff. Women, persons with disabilities, and nationals of unrepresented and underrepresented Member States (https://www.who.int/careers/diversity-equity-and-inclusion) are strongly encouraged to apply.

• Persons with disabilities can request reasonable accommodations to enable participation in the recruitment process. Requests for reasonable accommodation should be sent through an email to reasonableaccommodation@who.int

• 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 WHOs operations please visit: http://www.who.int.

• WHO also offers wide range of benefits to staff, including parental leave and attractive flexible work arrangements to help promote a healthy work-life balance and to allow all staff members to express and develop their talents fully.

• 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.

• Please note that WHOs contracts are conditional on members of the workforce confirming that they are vaccinated as required by WHO before undertaking a WHO assignment, except where a medical condition does not allow such vaccination, as certified by the WHO Staff Health and Wellbeing Services (SHW). The successful candidate will be asked to provide relevant evidence related to this condition. A copy of the updated vaccination card must be shared with WHO medical service in the medical clearance process. Please note that certain countries require proof of specific vaccinations for entry or exit. For example, official proof /certification of yellow fever vaccination is required to enter many countries. Country-specific vaccine recommendations can be found on the WHO international travel and Staff Health and Wellbeing website. For vaccination-related queries please directly contact SHW directly at shws@who.int.

• This post is subject to local recruitment and will be filled by persons recruited in the local commuting area of the duty station.

• In case the website does not display properly, please retry by: (i) checking that you have the latest version of the browser installed (Chrome, Edge or Firefox); (ii) clearing your browser history and opening the site in a new browser (not a new tab within the same browser); or (iii) retry accessing the website using Mozilla Firefox browser or using another device. Click this link for detailed guidance on completing job applications: Instructions for candidates

OBJECTIVES OF THE PROGRAMME:

WHO is a specialized agency of the United Nations with objectives to promote health, keep the world safe and serve the vulnerable. The WHO Indonesia Country Office directs and coordinates the authority for health by supporting the Indonesian Government in the formulation, implementation and evaluation of national health policies, strategies and plans, setting norms and standards, improving knowledge dissemination and management, monitoring country health

situation and building sustainable institutional capacity.

The Country Office continually improves its administrative efficiency in managing financial and human resources in a results-oriented and transparent manner. This is crucial for the organization to deliver appropriate technical assistance to the Government.

SUMMARY OF ASSIGNED DUTIES:

Under the direct supervision of the HR Specialist (HRS) and general supervision of the Administrative Officer (AO), the incumbent provides variety of human resources and administrative support to ensure the efficient daily running of the HR Unit as follows:

1. Provides general support in recruitment activities for all assigned jobs.

2. Assists in maintaining vacancy announcement files and tracking status of all recruitments keeping WCO Indonesia management and the HMs informed.

3. Serves as the induction and orientation focal point for the HR unit.

4. Assists in monitoring the transfer of candidate files between offices, arranging for interviews, and entering data on candidates into the roster.

5. Assists in preparation agenda and providing relevant documentation required for recruitment related meetings.

6. Assists on the request of Medical Clearances for new WHO personnel.

7. Assists in providing advice and answers general queries on job classification procedures and processes.

8. Assists in monitoring the recruitment email and recruitment platforms for external messages and enquiries.

9. Assists in providing information and advice to all personnel with respect to conditions of service, duties and responsibilities, and privileges and entitlements under the organization staff rules and regulations.

10.Assists in the monitoring of consultant payment schedules and processes payments in coordination with Finance Unit in a timely manner.

11.Assists in advising and informing separating local staff on procedures and the related entitlements and assist them in final arrangement.

12.Assists in providing support to individual local staff members on matters related to salaries and allowances, and to substantive offices on HR related matters.

13.Assists with guiding staff on performance management and staff development, monitoring compliance as required.

14.Assists in the organization of training courses and workshops in consultation and coordination with Staff Development and Learning (SDL) team.

15.Assists in the support of specific career needs of staff.

16.Assists in the revision and maintenance of time and attendance records of staff, processing leaves requests, liaising with the relevant unit heads and staff in cases of discrepancies.

17.Assists in the regular update of HR related automated systems, applications and databases; Scheduling appointments/meetings, monitoring deadlines, etc.

18.Assists in providing general office support services; drafting and/or processing a variety of correspondence and other communications

19.Performs other work-related duties as required.

EDUCATIONAL QUALIFICATIONS, EXPERIENCE, ETC.

Competencies:

1. Teamwork

2. Respecting and promoting individual and cultural differences

3. Communication

4. Producing results

5. Moving forward in a changing environment

Education Qualifications:

Essential: Completion of secondary school education or equivalent.

Desirable: Bachelors or Masters degree in area of Administration, Management, Human Resources, Organizations Psychology, Education, Finance, Project Management or equivalent from a recognized university.

Experience:

Essential: At least three (3) years experience in the field of human resources management, administrative services, education, or related field is required.

Desirable:

• Knowledge of United Nations administrative rules and regulations is an asset.

• Working experience in International organization or in large private company with international exposure.

Languages:

Expert knowledge of English and Bahasa Indonesia

Other Skills (e.g. IT):

Work is performed in normal working environment.

Proficiency in the use of modern office software packages such as MS Office (Word, Excel, PowerPoint, Outlook etc.) and standard office equipment.

Good working knowledge of GSM (or other Oracle-based ERP systems) is 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 IDR 160,088,000 (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 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.

• According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible.

• Any appointment/extension of appointment is subject to WHO Staff Regulations, Staff Rules and Manual.

• The WHO is committed to creating a diverse and inclusive environment of mutual respect. The WHO recruits and employs staff regardless of disability status, sex, gender identity, sexual orientation, language, race, marital status, religious, cultural, ethnic and socio-economic backgrounds, or any other personal characteristics. The WHO is committed to achieving gender parity and geographical diversity in its staff. Women, persons with disabilities, and nationals of unrepresented and underrepresented Member States (https://www.who.int/careers/diversity-equity-and-inclusion) are strongly encouraged to apply. Persons with disabilities can request reasonable accommodations to enable participation in the recruitment process. Requests for reasonable accommodation should be sent through an email to reasonableaccommodation@who.int.

• 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 WHOs operations please visit: http://www.who.int.

• WHO also offers wide range of benefits to staff, including parental leave and attractive flexible work arrangements to help promote a healthy work-life balance and to allow all staff members to express and develop their talents fully.

• 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.

• Please note that WHOs contracts are conditional on members of the workforce confirming that they are vaccinated as required by WHO before undertaking a WHO assignment, except where a medical condition does not allow such vaccination, as certified by the WHO Staff Health and Wellbeing Services (SHW). The successful candidate will be asked to provide relevant evidence related to this condition. A copy of the updated vaccination card must be shared with WHO medical service in the medical clearance process. Please note that certain countries require proof of specific vaccinations for entry or exit. For example, official proof /certification of yellow fever vaccination is required to enter many countries. Country-specific vaccine recommendations can be found on the WHO international travel and Staff Health and Wellbeing website. For vaccination-related queries please directly contact SHW directly at shws@who.int.

• This post is subject to local recruitment and will be filled by persons recruited in the local commuting area of the duty station.

• In case the website does not display properly, please retry by: (i) checking that you have the latest version of the browser installed (Chrome, Edge or Firefox); (ii) clearing your browser history and opening the site in a new browser (not a new tab within the same browser); or (iii) retry accessing the website using Mozilla Firefox browser or using another device. Click this link for detailed guidance on completing job applications: Instructions for candidates