Human Resources Technician

OBJECTIVE OF THE OFFICE/DEPARTMENT

This is a requisition for employment at the Pan American Health Organization (PAHO)/Regional Office of the World Health Organization (WHO)

PAHO Country Offices are responsible for ensuring that the Pan American Health Organization / World Health Organization (PAHO/WHO) country program of technical cooperation and its country presence provides adequate support to the national health development process and, at the same time, enables the country/ies to shape the subregional, regional and global health agendas. The PAHO/WHO Country Office is the basic organizational unit for technical cooperation within the country/ies, drawing on PAHO/WHO resources from all levels and all parts of the Organization.

DESCRIPTION OF DUTIES

Under the general guidance of the PAHO/WHO Representative (PWR/SLV), the direct supervision of the Administrator and in close coordination with Human Resources Management (HRM) and Treasury (FRM) at Headquarters, the incumbent is responsible for, but not necessarily limited to, the following assigned duties:

• Assist and coordinate the recruitment and selection process for fixed-term and short-term United Nations (UN) positions, and local positions for hiring under local conditions of employment (contingent workers); provide guidance to technical staff regarding the proper use of contractual mechanisms; collaborate in the process of preparing  job descriptions for fixed and short-term positions, and terms of reference for contingent worker positions; prepare and place local advertisements; conduct screening of applications and  interviewing of candidates; administer  testing; prepare documentation for and act as Secretary of the local selection committees;
• Initiate and/or approve human resources (HR) related actions in the corporate information system for staff and contingent workers; serve as HR Partner in the PASB Management Information System (PMIS), and HR focal point for the selection process of local and international recruited positions;
• Prepare and process contracts for contingent workers (consultants: NPCs, IPCs; local positions, CLTs, etc.), ensuring compliance with established policies and guidelines; create positions and job requisitions in PMIS; prepare estimated cost for contracts; issue contracts; process hiring and termination business processes; register consultants in accident insurance scheme; monitor and update PMIS with status of all contingent worker positions and other contracts for personnel; coordinate and process the extension of staff and contingent worker contracts;
• Administer the files of contingent workers 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 systems with new positions and changes in status, as applicable; monitor the financial billings of the local employment agency where applicable; verify costs and submit invoices for payment;
• 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;
• Ensure that requests for payment of salaries, pension fund documentation, annual leave reports/requests and any other entitlements are prepared and submitted accordingly;
• Maintain all administrative records related to the Office’s staff and personnel, to include: extension of contracts, job description reviews, recruitment of short term staff under the various contractual modalities of the Organization; prepare the corresponding justifications for the contracts and authorization of payments for contingent workers;
• 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;
• Assist in obtaining salary data for local salary surveys and for salary scales for personnel hired under local conditions of employment; monitor and assist in the process of updating local salary scale and pay bands for contingent workers;
• Prepare formal notifications to local authorities on the arrival and departure 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 and household effects, etc.;
• Provide guidance and support to staff regarding the process for initiating and completing the Performance Planning and Evaluation System (PPES) process in PMIS, as needed;
• Compose, draft and prepare correspondence in Spanish and English pertaining to assigned duties on own initiative or from verbal/written instructions for signature;
• Act as a focal point for Human Resources matters with HRM at Headquarters; act as focal point for Learning for all co-located offices; collaborate with the Administrator in the development of proposals on staff development plans; collaborate in the training of technical and support personnel;
• Act as Focal Point for UN OPT Business Operation Strategy (BOS) for Human Resources;
• Process payment of invoices from vendors and event participants;
• Payment of bills, receipt and follow-up for basic services;
• Follow-up for the monthly payroll payment;
• Monitor the account balance in local currency to request electronic transfers through the PMIS system;
• Prepare and send the Foreign Exchange Declaration form to Citibank, for the transfer to the local accounts can be applied;
• Review and authorize suppliers in PMIS;
• Responsible for registering in PMIS and reporting to HINARI Payment, the payments received in the local account, referring to the subscription of R4life program in the country;
• Act as Focal Point for the Letters of Agreement;
• Perform other related duties, as assigned.

REQUIRED QUALIFICATIONS

Education:

• Essential: Certificate of completion of high school.
• Desirable: Specialized training at the college, university or business school level with emphasis on human resources management or finance would be an asset

Experience:

• Essential: Six years of experience in administrative work, preferably in human resources and treasury functions

Languages:

• Very good knowledge of Spanish. A working knowledge of English would be an asset.

Source: https://careers.who.int/careersection/ex/jobdetail.ftl?job=2409815