HUMAN RESOURCES ASSISTANT II (PAHO/14/FT353)

1 September 2016
 
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Vacancy Notice No: PAHO/14/FT353
 
Title: Human Resources Assistant II
 
Grade: G5
 
Contract type: Fixed-term Appointment
 
Duration of contract:  Two years, first year probationary period.
 
Date: 7 July 2014
 
Application Deadline: 21 July 2014 Vacancy Filled
 
Duty Station:  Guatemala City, Guatemala
 
Organization unit: AM Americas (AM) /
AMRO Americas Regional Office (AM/RGO)
Country Administrator (AM) /PAHO/WHO Representative (PWR/GUT)
 
OBJECTIVES OF THE PROGRAMME :
To ensure the Pan American Health Organization and World Health Organization - PAHO/WHO - country program of technical cooperation on strengthening the national health care system by expanding access to priimary health care and its country presence provide adequate support to the national health development process and, at the same time, enable the country of assignment to shape the subregional, regional, and global health agendas. The PAHO/WHO Country Office is the basic organizational unit for technical cooperation with the country, drawing on PAHO/WHO resources of all levels and parts of the Organization.
Description of duties:
Under the general guidance of the PAHO/WHO Representative and the direct supervision of the Country Office Administrator, and in close coordination with Human Resources Management (HRM) at Headquarters, the incumbent is responsible for, but not necessarily limited to, the following assigned duties:

a) Assist in the recruitment and selection process of international staff and personnel hired under local conditions of employment, including elaboration of job descriptions and terms of references for local assignments, placing local advertisements, screening applications, interviewing candidates, 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; monitor performance and issue salary increases as applicable based on established practices and procedures; update the corporate personnel information system with new assignments and changes in status, as applicable; monitor the financial billings of the local employment agency; verify costs and submit for payment;
c) Administer personnel policies and apply regulations, rules and procedures concerning recruitment, appointment, benefits, and other personnel matters including issues related to immunities and privileges as they apply to international staff as well as local labor legislation as it applies to personnel hired under local conditions;
d) Prepare and process consultant and short term staff contracts, ensuring compliance with established policies, justified and documented before submission for approval;
e) Ensure that the support documentation for the certification of dependants, civil status, education grants, staff health insurance claims and/or any other staff benefits and/or allowances are reviewed and verified;
f) 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 for the extension of contracts of staff, and other personnel hired under local condition of employment;
g) Maintain all administrative records related to the Office's staff, to include: extension of contracts, job description reviews, 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;
h) Brief prospective candidates or new appointees on benefits and conditions of employment; inform staff members on administrative procedures related to official travel, annual leave, sick leave, health insurance benefits and other personnel matters. Coordinate the yearly performance planning and review process;
i) Collaborate with the Administrator in the development of proposals on staff development plants; collaborate in the training of technical and support personnel; assist in obtaining salary data for local salary surveys and for salary scales for personnel hired under local conditions of employment;
j) Prepare formal notifications to local authorities on the arrival and departing of international staff; handle documentation required by the Ministry of Foreign Affairs and other government agencies; assist staff members in matters related to customs clearance of their personal effects, etc.;
k) Compose, draft and prepare correspondence in Spanish and English pertaining to assigned duties on own initiative or from verbal/written instructions for signature.
l) Act as a focal point for Human Resources matters with HRM at Headquarters;
m) Coordinate with the UN System Agencies in the country on matters related to human resources management, including participation in meetings, etc.;
n) Perform other related duties, as assigned.
REQUIRED QUALIFICATIONS
Education:
Essential: High school diploma with formal training in the administrative field.
Desirable: Specialized training at the college, university or business school level with emphasis in human resources management would be an asset.


Skills:
-- Intrainstitutional 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 it's 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.
-- 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.
-- Information Management: Verifies that relevant information is obtained, processed, selected, and disseminated in area of work. Acquires the training to utilize technologies for processing information relative to the area of work in a logical and organized manner, which facilitates the dissemination of information, resulting in information that is consistent, valid and accurate. Keeps abreast of latest technologies for processing the information relevant to the area of work, and weighs its advantages/disadvantages.
-- 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.
-- Continuous Learning: Looks for and takes advantage of all opportunities to share knowledge and sources of learning with colleagues and staff across the Organization. Is always willing to share with others new knowledge. Is able to apply the Organization's best practices or any other institution's best practices. In many occasions shares with others his/her knowledge about best practices beyond their area of work.
-- 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.

Technical Expertise .

- Knowledge of human resources practices and procedures combined with the ability to explain policies, regulations, standards and established guidelines which form the basis for personnel decisions and actions.
- Skills in planning, organizing, problem-solving, and decision-making of office management processes.
- Ability to maintain databases, input data, and prepare reports and documentation including special charts, graphics, and other features.
- Ability to research, analyze and organize information in order to prepare charts, graphics, reports, etc.
- Ability to plan, organize, coordinate and carry out administrative processes, such as: monitoring of human resources processes, maintenance of expenditures records, preparation of budgets, etc.
- Ability to write/originate routine and nonroutine correspondence and reports in English and Spanish.
- Ability to plan, organize, coordinate, and carry out administrative processes such as: contract management, recruitment of personnel, preparation of reports, coordinating administrative support services, etc.
- 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, SharePoint and Outlook. Other IT skills and knowledge of other software programs such as Visio and Project would be an asset.
Experience:
Five years of experience in administrative work, preferably in human resources functions.
Languages:
Very good knowledge of Spanish and English.
Additional Information:
ADMINISTRATIVE/SUPPORT POSITIONS IN GUATEMALA CITY ARE ONLY OPEN TO CANDIDATES RESIDING IN THE METROPOLITAN AREA OF GUATEMALA CITY. CANDIDATES MUST BE A GUATEMALAN CITIZEN OR HOLD PERMANENT RESIDENT AND/OR WORK AUTHORIZATION.

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.
Monthly salary: (Net of tax)
GUA QZ $13,583.83 at single rate

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

A written test and interviews may be used as a form of screening

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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