Human Resources Assistant II

DESCRIPTION OF DUTIES

Under the general guidance of the Administrator and the direct supervision of the Human Resources Specialist, 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:

1.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 skills tests; prepare documentation for and act as Secretary of the local selection committees;

2.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;

3.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;

4.Prepare and process consultant and short-term staff contracts, ensuring compliance with established policies; justify and document before submission for approval;

5.Ensure that the support documentation for the certification of dependents, civil status, education grants, staff health insurance, and/or any other staff benefits and/or allowances are reviewed and verified;

6.Ensure that requests for payment of salaries, pension fund documentation, annual verification of dependents, annual leave reports/requests and any other entitlements are prepared and submitted; coordinate and process for the extension of contracts of staff, and other personnel hired under local conditions of employment;

7.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; prepare the corresponding justification for the contracts and authorization of payments for temporary staff;

8.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. Provide guidance and support with the yearly performance planning and review process;

9.Provide support to international staff assigned to the PWR/BRA office as well as departing staff;

10.Organize and facilitate Onboarding meetings for new contingent workers (Consultants, CLTs, and Agency Staff);

11.Collaborate with the Human Resources Specialist and Administrator in the development of proposals on staff development plans; 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;

12.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; including the issuance of UNLP passports, visas and accreditation documents, etc.;

13.Compose, draft and prepare correspondence in Portuguese and English pertaining to assigned duties, on own initiative or from verbal/written instructions;

14.Act as a focal point for Human Resources matters with HRM at Headquarters;

15.Coordinate with the UN System Agencies in the country on matters related to human resources management, including participation in meetings, etc.;

16.Cover all duties in the Human Resources Department when Humans Resources Specialist is absent;

17.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 would be an asset.

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:.PAHO will also use the databases of the Council for Higher Education Accreditation and College Navigator, found on the website of the National Centre for Educational Statistics, to support the validation process.

Experience :

Essential: Five years of experience in administrative work, preferably in human resources functions.

SKILLS :

PAHO Competencies:

· Overall attitude at work: Maintains integrity and takes a clear ethical approach and stance; demonstrates commitment to the Organization’s mandate and promotes the values of the Organization in daily work and behavior; is accountable for work carried out in line with own role and responsibilities; is respectful towards, and trusted by, colleagues and counterparts.

· Teamwork: Collaborate and cooperate with others/Deal effectively with conflicts - Works collaboratively with team members and counterparts to achieve results; encourages cooperation and builds rapport; helps others when asked; accepts joint responsibility for the teams’ successes and shortcomings. Identifies conflicts in a timely manner and addresses them as necessary; understands issues from the perspective of others; does not interpret/ attribute conflicts to cultural, geographical or gender issues.

· Respecting and promoting individual and cultural differences: Relate well with diversity in others and capitalize on such diversity - Treats all people with dignity and respect. Relates well to people with different cultures, gender, orientations, backgrounds and/or positions; examines own behavior to avoid stereotypical responses; considers issues from the perspective of others and values their diversity.

· Communication: Express oneself clearly when speaking/Write effectively / Share knowledge - Quality and quantity of communication targeted at audience. Listens attentively and does not interrupt other speakers. Adapts communication style and written content to ensure they are appropriately and accurately understood by the audience (, power-point presentations, communication strategies, implementation plans). Shares information openly with colleagues and transfers knowledge, as needed.

· Knowing and managing yourself: Remain productive /Manage stress/Continuously learn - Remains productive even in an environment where information or direction is not available, and when facing challenges; recovers quickly from setbacks, where necessary. Manages stress positively; remains positive and productive even under pressure; does not transfer stress to others. Seeks informal and/or formal learning opportunities for personal and professional development; systematically learns new competencies and skills useful for job; takes advantage of learning opportunities to fill competencies and skill gaps.

· Producing Results: Work efficiently and independently / Deliver quality results/Take responsibility - Prioritizes work and makes planning/Organizational adjustments as necessary; seeks clarification from supervisor on timelines, as needed. Uses feedback and inputs from supervisor to achieve results. Produces quality results and has frequent discussions with supervisor to achieve results. Is action-oriented and sees tasks through to completion. Shows understanding of own role and responsibilities in relation to expected results. Solicits and accepts direction and guidance from supervisor and team members and takes responsibility for own work and actions, as appropriate.

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 Portuguese and English.

·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.

Languages:

Very good knowledge of Portuguese and English. Knowledge of Spanish would be an asset.

IT Skills:

Demonstrated ability to effectively use current technology and software, as well as Enterprise Resource Planning (ERP). Other IT skills and knowledge of software programs such as Microsoft Excel, Outlook, OneDrive, PowerPoint, Teams, SharePoint, and Word are considered essential.