Human Resources Specialist, Knowledge Management, Budapest

Organization: WHO - World Health Organization

Country: Hungary

City: Budapest

Office: WHO Budapest, Hungary

Closing date: Wednesday, 18 May 2022


Description of assignment title: Human Resources Specialist, Knowledge Management

Assignment country: Hungary

Expected start date: 05/23/2022

Sustainable Development Goal: 3. Good health and well-being

Volunteer category: International UN Volunteer Specialist

DoA reserved for persons with disabilities: No

Host entity: WHO

Type: Onsite

Duration: 12 months (with possibility of extension)

Number of assignments: 1

Duty stations: Budapest


Mission and objectives

WHO leads global efforts to expand universal health coverage. We direct and coordinate the world’s response to health emergencies. And we promote healthier lives - from pregnancy care through old age. Our Triple Billion targets outline an ambitious plan for the world to achieve good health for all, using science-based policies and programmes.


There is a range of HR self-service knowledge base tools to choose from available for WHO staff. The HR Knowledge base is a common web base space where WHO HR policies and information are organized into easily digestible content. These self-service libraries give staff the information they need when they need it and will improve on-boarding of new employees. Under the supervision of HRT Manager, the incumbent is responsible for managing the sharing and storage of HR knowledge content what will imply consolidating various HR sources on a single platform and coordination of updates. Maintenance of existing tools and platforms by HPJ (HR Policy Unit) and update of WHO HR e-Manual will be retained by HPJ. The incumbent collaborates across the three levels of the Organization, and partners with Organizations for whom WHO provides administrative support, i.e. UNAIDS, UNITAID, ICC and PAHO. Within the HRT Department, the incumbent participates in the development of new approaches, development, implementation, and the maintenance of applications/tools, for knowledge management. From within the HRT Department the incumbent will partner with IMT, HR Policy staff, the Global Human Resources (GHR) technical support team and external providers to lead HR activities involving knowledge management. The incumbent facilitates internal communications on new/updated knowledge management tools and dissemination of HR information, making it easy for WHO staff and HRT team members to find the right answers on HR related matters.

Task description

Within the delegated authority and under the supervision of the HR Manager, HR Initiatives and in close cooperation with the Global Knowledge Management and Business Process Team or his/her designated representative, the UN Volunteer "Human Resources Specialist, Knowledge Management" will: 1. Manage the current HR knowledge management practices and tools, as well as design new knowledge distribution approaches and encourage use of the new practices and tools. The central HR repository shall allow employeesregardless of department, location, or tenureto quickly access the HR information they need via a 24/7 self-service portal. 2. Monitor and analyze the effectiveness of the HR knowledge management by observing its usage and evaluate its impact in terms of the organizational benefit for the different audiences for knowledge management, which include the WHO HR community, the existing workforce members (internal audiences), and potential or new workforce members (external audiences). 3. Interact with all relevant stakeholders, members of the workforce and clients to identify HR knowledge management needs, implement solutions and assess client satisfaction. Respond to queries from clients and staff about the HR knowledge management tools and practices. 4. Develop and directly implement knowledge management solutions, in coordination with IMT as may be required; perform updates to shared platforms, websites and tools designed to store and share HR knowledge; develop training/ resources to promote user adoption of implemented solutions. 5. Participates in new ERP consultations, in the context of HR Service Delivery and resolution of HR cases, with the view of developing Automated Workflow technology to enable employees to route questions direct to Subject Matter Experts (SMEs) within the organization. 6. Address customized permissions for confidential HR data posted on knowledge base space and contribute to development of role-based access control. 7. Ensure regular communications with, and training for, stakeholders, members of the workforce and clients to enable them to access the HR knowledge management tools. 8. Proactively manage the update of HR knowledge management space in close collaboration with the respective HR units and ensuring accessibility to relevant knowledge to all WHO staff and newcomers to WHO. 9. Maintain a high level of innovation and use of cutting-edge technology for knowledge management, organizational learning, indexing and distribution of global corporate HR knowledge management and HR services and content. Raise the visibility and increase global usage of the HR knowledge management. 10. Ensure high client satisfaction by providing needs-based services, based on the results of regular staff information needs‘ surveys, user satisfaction surveys and usage analytics. Thrive for continuous improvement and innovation of services in the areas of knowledge management. 11. Ensure content management for new subjects by identifying available HR knowledge and information resources of interest to its clients, expanding on multilingual content. 12. Use of short simple language for Questions/Answers pages following accepted international standards and in order to ensure all the material to be easily accessible and in a single page format. 13. Manage the HR taxonomy, and facilitate taxonomy reviews in coordination with HR focal points and SMEs. 14. Support business process optimization for HR by developing flow charts, diagrams, etc and produce documentation to accurately capture the description of current and future processes. 15. Perform all other related duties as assigned. 16. Administration related tasks: Provides daily administrative support to the Manager, HR Initiatives in: a) Acting as a focal point for administrative functions requiring Manager’s approval. b) Maintains an updated and efficient tracking system to ensure cases are efficiently managed within the allocated timeframe and in the most effective way; maintains all necessary records, databases and statistics to allow comprehensive filing, tracking and analysis. c) Monitoring targets and deadlines in submission relevant reports. Furthermore, UN Volunteers are encouraged to integrate the UN Volunteers programme mandate within their assignment and promote voluntary action through engagement with communities in the course of their work. As such, UN Volunteers should dedicate a part of their working time to some of the following suggested activities:

Strengthen their knowledge and understanding of the concept of volunteerism by reading relevant UNV and external publications and take active part in UNV activities (for instance in events that mark International Volunteer Day);
Be acquainted with and build on traditional and/or local forms of volunteerism in the host country;
Provide annual and end of assignment self- reports on UN Volunteer actions, results and opportunities.

Contribute articles/write-ups on field experiences and submit them for UNV publications/websites, newsletters, press releases, etc.;
Assist with the UNV Buddy Programme for newly-arrived UN Volunteers;
Promote or advise local groups in the use of online volunteering, or encourage relevant local individuals and organizations to use the UNV Online Volunteering service whenever technically possible. Results/expected outputs - As an active WHO team member, efficient, timely, responsive, client-friendly and high-quality support rendered to WHO and its beneficiaries in the accomplishment of her/his functions, including: - Meeting expectations of the role within the set deadlines - Age, Gender and Diversity (AGD) perspective is systematically applied, integrated and documented in all activities throughout the assignment - A final statement of achievements towards volunteerism for peace and development during the assignment, such as reporting on the number of volunteers mobilized, activities participated in and capacities developed

Eligibility criteria

Age: 27 - 80


Candidate must be a national of a country other than the country of assignment.


Required experience

5 years of experience in HR, knowledge management or global repository management.

Experience developing, using and managing knowledge management systems and centralized knowledge and information repositories is an added value.

Direct experience in website update is an added value.

Experience in working with United Nations knowledge management and organizational learning initiatives, global knowledge and information centralized repositories, and familiarity with HR management knowledge collections would be an asset.

Experience with digital and innovative tools to deliver knowledge management, organizational learning, and central knowledge repository services. Functional knowledge and skills: - Strong analytical skills and good sense of judgement. - Ability to draft in English neatly, concisely and grammatically correct. - Very good organization and public speaking skills. - High sense of prioritization and attention to details. - Discretion and tact; ability to handle and preserve confidential information. - Ability to liaise with people at all levels in the Organization and to proactively search for information. - Ability to plan ahead and at the same time work well under pressure. - Customer orientation, cultural sensitivity and good business ethics. - Self-motivated, flexible and able to innovate. - Good knowledge of WHO/UN rules, procedures and office practices is desirable. Other: - Understanding of HR process and recruitment modalities. - Proficient computer skills in MS Office applications (including PowerPoint, Excel). - Practical knowledge of ERP applications such as Oracle, WorkDay would be an asset. - Practical knowledge of workforce analytics would be an asset.

Area(s) of expertise

Administration, Human resources

Driving license


English, Level: Fluent, Required French, Level: Working knowledge, Desirable

Required education level

Master degree or equivalent in HR management, Library Science or related fields, OR a first level degree in any of these fields in combination with an extensive relevant experience.

Competencies and values

Professionalism: demonstrated understanding of operations relevant to WHO; technical capabilities or knowledge relevant or transferrable to WHO procedures and rules; discretion, political sensitivity, diplomacy and tact to deal with clients; ability to apply good judgement; ability to liaise and coordinate with a range of different actors, especially in senior positions; where appropriate, high degree of autonomy, personal initiative and ability to take ownership; resourcefulness and willingness to accept wide responsibilities and ability to work independently under established procedures; ability to manage information objectively, accurately and confidentially; responsive and client-oriented;
Integrity: demonstrate the values and ethical standards of the UN and WHO in daily activities and behaviours while acting without consideration of personal gains; resist undue political pressure in decision-making; stand by decisions that are in the organization’s interest even if they are unpopular; take prompt action in cases of unprofessional or unethical behaviour; does not abuse power or authority;
Teamwork and respect for diversity: ability to operate effectively across organizational boundaries; excellent interpersonal skills; ability to establish and maintain effective partnerships and harmonious working relations in a multi-cultural, multi-ethnic, mixed-gender environment with sensitivity and respect for diversity; sensitivity and adaptability to culture, gender, religion, nationality and age; commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of UN operations; ability to achieve common goals and provide guidance or training to colleagues;
Commitment to continuous learning: initiative and willingness to learn new skills and stay abreast of new developments in area of expertise; ability to adapt to changes in work environment.

Planning and organizing: effective organizational and problem-solving skills and ability to manage a large volume of work in an efficient and timely manner; ability to establish priorities and to plan, coordinate and monitor (own) work; ability to work under pressure, with conflicting deadlines, and to handle multiple concurrent projects/activities;
Communication: proven interpersonal skills; good spoken and written communication skills, including ability to prepare clear and concise reports; ability to conduct presentations, articulate options and positions concisely; ability to make and defend recommendations; ability to communicate and empathize with staff (including national staff), military personnel, volunteers, counterparts and local interlocutors coming from very diverse backgrounds; capacity to transfer information and knowledge to a wide range of different target groups;
Flexibility: adaptability and ability to live and work in potentially hazardous and remote conditions, involving physical hardship and little comfort; to operate independently in austere environments for protracted periods; willingness to travel within the area of operations and to transfer to other duty stations within the area of operations as necessary;
Genuine commitment towards the principles of voluntary engagement, which includes solidarity, compassion, reciprocity and self-reliance; and commitment towards WHO’s mission and vision, as well as to the UN Core Values.

Other information

Living conditions and remarks

Living & working in Budapest: WHO is present in two offices in Hungary: WHO Country Office for Hungary and the WHO Budapest Centre. The WHO Budapest Centre, out-posted office of WHO Headquarters, was established in December 2016, and is composed of the following teams:

Administrative Law team

Global Board of Appeal


HRT/TAM Global Sourcing and Recruitment Team

Global Assurance Hub

IT Cybersecurity team

Quality Assurance Capital city: Budapest (population of 1,721,000) Budapest is the centre of cultural life in Hungary and is as lively as any other capital in Europe. It is relatively easy to get along in English in the capital city, especially with the younger generation. Several language schools offer courses to learn Hungarian. Residential Housing: With the housing market currently over-supplied, expatriates can relatively easily find long-term housing at a wide range of quality and prices. The current monthly rental cost starts at EUR 500 (1-bedroom apartment) plus utilities and common service expenses. Medical Facilities: Hospitals and clinics meet European standards with facilities for all necessary surgical procedures. Many doctors, particularly in Budapest, speak English. Educational Facilities: Budapest offers a wide range of educational facilities for children of all ages, including several international schools (English, French, German and Japanese).

Inclusivity statement

United Nations Volunteers is an equal opportunity programme that welcomes applications from qualified professionals. We are committed to achieving diversity in terms of gender, care protected characteristics. As part of their adherence to the values of UNV, all UN Volunteers commit themselves to combat any form of discrimination, and to promoting respect for human rights and individual dignity, without distinction of a person’s race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin or other status.

Note on Covid-19 vaccination requirements

Selected candidates for certain occupational groups may be subject to inoculation (vaccination) requirements, including against SARS-CoV-2 (Covid-19) in line with the applicable host entity policy

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