Human Resources Assistant II

Contract

This is a G-5 contract. This kind of contract is known as General Service and related categories. It is normally only for nationals. It usually requires 5 years of experience, depending on education.

Salary

The salary for this job should be more than 1,996 USD.

Please keep in mind that the salary displayed here is an estimation by UN Talent based on the location and the type of contract. It may vary depending on the organization. The recruiter should be able to inform you about the exact salary range. In case the job description contains another salary information, please refer to this one.

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 countries to shape the sub regional, regional, and global health agendas. The PAHO/WHO Country Office is the basic organizational unit for technical cooperation with 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, and the direct supervision of the 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:

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 skill 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; monitor the financial billings of the local employment agency; verify costs and submit for payment;
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, justified and documented before submission for approval;
5. 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;
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 accordingly; coordinate and process for the extension of contracts of staff, and other personnel hired under local condition of employment;
7. Prepare contractual service agreements with individuals, including preparing costing and requesting the establishment of obligations, ensuring compliance with established policies and regulations;
8. Maintain all administrative records related to the Office’s staff, to include: Leave Records, 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;
9. 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;
10. 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;
11. 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.;
12. Compose, draft and prepare correspondence in Spanish and English pertaining to assigned duties on own initiative or from verbal/written instructions for signature;
13. Act as a focal point for Human Resources matters with HRM at Headquarters;
14. 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 in 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: http://www.whed.net/. PAHO will also use the databases of the Council for Higher Education Accreditation http://www.chea.org/ and College Navigator, found on the website of the National Centre for Educational Statistics, https://nces.ed.gov/collegenavigator 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 (e.g., 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 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.

Languages:

Very good knowledge of Spanish and English.

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.

REMUNERATION

Annual Salary****: (Net of taxes)

MXN$427,080.00

ADDITIONAL INFORMATION (Local Recruitment)

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

Only candidates under serious consideration will be contacted.

A written test may be used as a form of screening.

Any appointment/extension of appointment is subject to PAHO Staff Regulations, Staff Rules and e-Manual.

For information on PAHO please visit: http://www.paho.org

PAHO/WHO is an ethical organization that maintains high standards of integrity and accountability. People joining PAHO are required to maintain these standards both in their professional work and personal activities.

PAHO/WHO also promotes a work environment that is free from harassment, sexual harassment, discrimination, and other types of abusive behavior. PAHO conducts background checks and will not hire anyone who has a substantiated history of abusive conduct.

PAHO/WHO personnel interact frequently with people in the communities we serve. To protect these people, PAHO has zero tolerance for sexual exploitation and abuse. People who commit serious wrongdoing will be terminated and may also face criminal prosecution.

PAHO/WHO is committed to workforce diversity. PAHO/WHO has a smoke-free environment and does not recruit smokers or users of any form of tobacco.

PAHO offers an attractive compensation package including an annual net salary (subject to mandatory deductions for pension contributions and health insurance). Other benefits include: 30 days annual leave, dependency benefits, pension plan, and health insurance scheme.

All applicants are required to complete an on-line profile to be considered for this post.

Administrative/support positions in Mexico are open to Mexico City metropolitan area residents only. Candidates must be Mexico citizens or be a permanent legal resident in the country.

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 document for organizational purposes.