Human Resources Assistant

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 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:

• 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;
• 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;
• 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;
• Prepare and process consultant and short-term staff contracts, ensuring compliance with established policies; justify and document before submission for approval;
• 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;
• 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;
• 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;
• 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;
• Provide support to international staff assigned to the PWR/BRA office as well as departing staff;
• Organize and facilitate Onboarding meetings for new contingent workers (Consultants, CLTs, and Agency Staff);
• 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;
• 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.;
• Compose, draft and prepare correspondence in Portuguese and English pertaining to assigned duties, on own initiative or from verbal/written instructions;
• Act as a focal point for Human Resources matters with HRM at Headquarters;
• Coordinate with the UN System Agencies in the country on matters related to human resources management, including participation in meetings, etc.;
• Cover all duties in the Human Resources Department when Humans Resources Specialist is absent;
• 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).

Experience:

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

Languages:

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

Source: https://careers.who.int/careersection/ex/jobdetail.ftl?job=2404646