BUDGET AND HUMAN RESOURCES ASSISTANT II (PAHO/13/FT83)

27 August 2016
 
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Vacancy Notice No: PAHO/13/FT83
 
Title: Budget and Human Resources Assistant II
 
Grade: G5
 
Contract type: Fixed-term Appointment
 
Duration of contract:  One year, post of limited duration. First year probationary period.
 
Date: 22 March 2013
 
Application Deadline: 31 March 2013 Vacancy Filled
 
Duty Station:  Caracas, Venezuela
 
Organization unit: AM Americas (AM) /
AMRO Americas Regional Office (AM/RGO)
PAHO/WHO Representative - VENEZUELA
 
OBJECTIVES OF THE PROGRAMME :
The Organization's essential mission is to strengthen national and local health systems and improve the health of the peoples of the Americas, in collaboration with Ministries of Health, other government and international agencies, nongovernmental organizations, universities, social security agencies, community groups, and many others. PAHO promotes primary health care strategies, which reach people in their communities, to extend health services to all and to increase efficiency in the use of scarce resources.
Description of duties:
Under the general supervision of the PAHO/WHO Representative and the direct supervision of the Administrator, the incumbent is responsible for, but not necessarily limited to, the following assigned duties:

Budget:
a) Assist in the planning, compilation and preparation of the Biennial Work Plan (BWP) and the semiannual program of work (PTS), including the allocation of regular and extra-budgetary funds by projects; ensure that all regular and extra-budgetary funded transactions in the areas of budget control, finance, and accounts are effected in accordance with established PAHO rules, regulations, directions and procedures;
b) Utilize the financial and budgetary computer software programs to process budgetary transactions; generate standard financial reports; monitor the computerized budgetary and financial activities of the PWR Office; conduct or oversee the appropriate system administration and maintenance tasks; ensure that a backup of data is made daily;
c) Establish and maintain local allotment control records and verify accuracy and propriety of recorded information by concept, expenditure, subsidy detail, BPB resources, requests, etc. (establishment, increase, reduction and cancellation); maintain updated the projects records by extra-budgetary allotments, reconcile periodically with the cumulative report of expenditures and the history of obligations by SOS allotment;
d) Provide budgetary support to the Representation including computerized budgetary activities that may include, but are not limited to: liaison and follow up with Financial Resources Management (FRM) and Program Budget (PBI/PB) at Headquarters in connection with budgetary matters; allotment maintenance and analysis, budget projections and reconciliation; and operating the budget module; prepare budgets and projection analysis of the costs relative to the general operation expenses of the Country Office, as required;
e) Prepare allotment analysis and projections; effect allotment reconciliation with Headquarters and recommend allotment revisions when required; prepare the monthly bank reconciliation;
f) Collaborate with the Administrator to monitor the payment of Government quota contributions and in the establishment or modification of internal operating procedures; maintain files on the Government's Quota contributions and provide information and support to both Headquarters and the Government in this respect;
g) Ensure that PAHO's financial Rules and Regulations are adhered to in the obligating and disbursement of funds of the Organization, and that security control measures are in place and operational with respect to financial aspects of the Representation, as recommended by Headquarters;
h) Reconcile financial reports from Headquarters with data in the Country Office, making adjustments as necessary and advising of any discrepancies; provide information regarding the budget, allotments or obligations, as required;
i) Ensure that the year end closure procedures are followed, in accordance with established practices and procedures;
j) Maintain the registration and inventory control of the Office.

Human Resources:
a) Assist in the recruitment and selection process of national and international consultants, temporary advisors, and other locally recruited personnel, including elaboration of terms of references, placing local advertisements, screening applications, administering skill tests; prepare documentation for and act as Secretary of the local selection committees;
b) Administer the files of personnel hired under local conditions of employment; prepare and process International and National PAHO Consultant contracts, ensuring compliance with established policies, ensuring that these are properly justified and documented before submission for approval; create and maintain files of all locally issued consultant contracts; verify costs and submit for payment;
c) Ensure that the support documentation for the certification of dependants, civil status, education grants, and/or any other staff benefits and/or allowances are reviewed and verified;
d) Ensure that requests for payment of salaries, pension fund documentation, annual verification of dependants, annual leave reports/requests and any other entitlements are prepared and submitted accordingly; coordinate and process requests for the extension of contracts of staff, and other personnel hired under local condition of employment;
e) Maintain all administrative records related to the Office's staff and consultants, to include: extension of contracts, job description, terms of reference for local contracts, reassignments, recruitment of short term staff under the different contract types of the Organization, as well as preparing the corresponding justifications for the contracts and authorization of payments for temporary staff;
f) Brief prospective candidates or new appointees on benefits and conditions of employment; advise staff members on administrative procedures related to official travel, annual leave, sick leave, health insurance benefits and other personnel matters;
g) Collaborate with the Administrator in the development of proposals on staff development plans; assist in obtaining salary data for local salary surveys and for salary scales for personnel hired under local conditions of employment;
h) Compose, draft and prepare correspondence pertaining to assigned duties on own initiative or from verbal/written instructions for signature.
i) Act as the focal point for Human Resources matters with HRM in Headquarters;
j) Perform other related duties, as assigned.
REQUIRED QUALIFICATIONS
Education:
High school diploma with formal training in the administrative, accounting or financial field.
Skills:
Key Behavioral Competencies
Intra-institutional Action: Displays, through behavior, understanding of PAHO's values and mission. Seeks information on and acts with understanding of the Organization's expectations while advancing further the understanding and application of its policies. Shows interest and concern for the activities related to his/her work in conjunction with the mission, values, vision and policies of the organization. Behaves consistently in accordance with the Code of Ethics of the Organization.
Analysis, Synthesis, and Forecasting: Objectively analyzes situations and, based on evidence and knowledge, suggests actions to improve implementation. Bases one's actions on available information, applies knowledge acquired from experience. Prioritizes the information according to one's needs or the Organization's. Is capable of anticipating the implications of analyzed situations between one to six months ahead.
Teamwork: Encourages team members, adds significant contribution when participating in internal and external work teams, and leads through personal example the virtues of team success--collaboration, trust, transparency and joint responsibilities. Builds and maintains mutually beneficial productive interpersonal relations based on trust, inside and outside the Organization. Keeps every team member informed as well as shares relevant and useful information.
Service Orientation: Follows through on the client inquiries, requests and complaints. Keeps client up-to-date about progress of projects. Monitors client satisfaction.
Administrative support for technical cooperation interventions: Searches for and furnishes relevant information about resource allocation and deadlines, potential critical points, risks and benefits, and other related aspects of available options to provide support for the technical cooperation teams.
Accountability: Accurately and objectively provides information, as required, on one's activities. Prepares accurate and objective reports on one's activities and partial/final results. Can account for each of the specific tasks of one's work.
Devising the budget for interventions and cost optimization: Participates in the formulation of intervention plans, providing input to ensure an adequately funded budget.

Technical Expertise
- Proficiency in the use of automated financial accounting systems and specialized mainframe associated with assigned responsibilities.
- Knowledge of budgeting and accounting principles and practices and ability to analyze financial data.
- Ability to plan, organize, coordinate and carry out financial/accounting processes, such as: monitoring budget and accounting activities, developing operational standards and procedures manuals, determining priorities, adjusting or identifying new internal procedures, etc.
- Skills in planning, organizing, evaluating, problem-solving and decision-making of office management processes.
- Ability to prepare working translations, and write/originate routine and non routine correspondence and reports in English and Spanish.
- Ability to research, analyze and organize information and prepare recommendations regarding budget proposals, practices, policies and procedures.
- The nature of the business in HR requires sensitivity, confidentiality and respect for all contacts and information processed

IT Skills
Demonstrated ability to effectively use a computer and utilize software programs such as Microsoft Office Word, Excel, PowerPoint and Outlook. Working knowledge of automated systems and microcomputers particularly with regard to financial, accounting, and/or administrative operations. Other IT skills and knowledge of other software programs such as Visio, Microsoft SharePoint and Project will be an asset
Experience:
Five years of administrative work experience.
Languages:
Very good knowledge of English and Spanish.
Additional Information:
ADMINISTRATIVE/SUPPORT POSITIONS IN CARACAS, VENEZUELA ARE OPEN TO CARACAS METROPOLITAN AREA RESIDENTS ONLY. CANDIDATES MUST HOLD A PERMANENT LOCAL WORKING VISA (VENEZUELA CITIZENS OR LEGAL PERMANENT RESIDENTS).

CANDIDATES WILL BE CONTACTED ONLY IF THEY ARE UNDER SERIOUS CONSIDERATION. A WRITTEN TEST AND/OR INTERVIEW WILL BE HELD FOR THIS POST. THE POST DESCRIPTION IS THE OFFICIAL DOCUMENTATION FOR ORGANIZATIONAL PURPOSES.

THIS VACANCY MAY BE USED TO FILL OTHER POSITIONS IN THE ORGANIZATION THAT MAY BECOME VACANT AT A LATER DATE, AND WHICH HAVE SIMILAR REQUIREMENTS AND DUTIES AS THE ONES STATED IN THIS NOTICE.
Annual salary: (Net of tax)
VEN BLF 154,826.00 at single rate

This vacancy notice may be used to fill other similar positions at the same grade level.

Online applications are strongly encouraged to enable WHO to store your profile in a permanent database. Please visit WHO's e-Recruitment website at: www.who.int/employment. The system provides instructions for online application procedures.
All applicants are encouraged to apply online as soon as possible after the vacancy has been posted and well before the deadline stated in the vacancy announcement.

WHO is committed to workforce diversity.
Any appointment/extension of appointment is subject to WHO Staff Regulations, Staff Rules and Manual. Only candidates under serious consideration will be contacted.

Vacancy Filled

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PAHO has a smoke-free environment and does not recruit smokers or users of any form of tobacco.
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