HR Assistant

Organization: WHO - World Health Organization
Location: Kuala Lumpur (Malaysia)
Grade: GS-5, General Service - No need for Higher Education - Locally recruited position - Administrative support
Occupational Groups: Administrative support and Human Resources
Closing Date: 2021-11-15
Objective 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
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 Unit Head, 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:
1. Appointment of locally recruited staff, conference staff with travel and professional staff appointed for 60 days or less without positions.
2. Extension of temporary contracts of locally recruited staff.
3. Acting arrangement with and without pay and extension of acting arrangements beyond one year.
4. Processing of conversion of continuing appointments and issuance of appropriate letters to staff members.
5. Review and administer change in FTE including updating of FTE SITs and leave and absence module, as appropriate and issuance of appropriate letters to staff members.
6. Administer and prepare letters related to change in grade (reclassifications).
7. Administer and prepare letters related to reassignment of staff members, without change in duty station (e.g. lateral transfer, promotions).
8. Separation of locally recruited staff and administration of leave encashment.
9. Review supporting documents, determine eligibility and administer language allowance and accelerated WIGIs.
10. Process education grant final claims (except cases involving no pro-rata calculations or cases pertaining to staff on inter-agency transfers).
11. Process statutory travels TRs and RTCs (home leave, family visit, R&R and education grant travel).
12. Prepare letter and administer redeployment of staff within a country.
13. Review supporting document and administer self- service requests, dependency related transactions, including change in personal status involving.
14. Domestic partnerships and same sex marriages, change in nationality, change in recognized place of residence and salary advance emergency.
15. 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.
16. Uploading all GHR transaction related supporting documents in the L Drive for ECM upload.
17. Updating the status of implementation in both eSLA and HRAP.
18. Performing other duties, as required.
Required Qualifications
Completion of secondary school education or its equivalent.

- At least 5 years of relevant experience in administration and/or management, preferably in human resources.

- 4 years with first level university degree

- 3 years with an advanced university degree.

Desirable: Experience in the use of an ERP system such as Oracle.


- Good knowledge in human resources and/or administration.

- 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

1. Teamwork

2. Respecting and promoting individual and cultural differences

3. Communication

4. Producing results

5. Moving forward in a changing environment

Use of Language Skills

Essential: Expert knowledge of English.

Desirable: Intermediate knowledge of French.


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 including those of a temporary nature.

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: 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.

For information on WHO's operations please visit:

WHO is committed to workforce diversity.

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

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