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Human Resources Assistant II

Asunción

  • Organization: WHO - World Health Organization
  • Location: Asunción
  • Grade: Administrative support - GS-5, General Service - No need for Higher Education - Locally recruited position
  • Occupational Groups:
    • Human Resources
    • Administrative support
    • PAHO/WHO Representation, Paraguay
  • Closing Date: Closed

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 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 Department (HRM), the incumbent is responsible for, but not necessarily limited to, the following assigned duties:

  1. 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;
  2. Initiate and/or approve human resources (HR) related actions in the PASB Management Information System (PMIS) for staff and contingent workers; serve as HR Partner in PMIS and HR focal point for the selection process of local and internationally recruited positions;
  3. Prepare and process contracts for contingent workers (consultants: NPCs, IPCs; local positions, 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;
  4. Administer personnel policies and apply regulations, rules and procedures concerning recruitment, appointments, 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 contractual service agreements with individuals, including preparing costing and requesting the establishment of obligations, ensuring compliance with established policies and regulations;
  5. Brief prospective candidates or new appointees on benefits and conditions of employment; advise staff members on administrative procedures related to official travel, annual leave, sick leave, health insurance benefits and other personnel matters;
  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 requests 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, as well as preparing the corresponding justifications for the contracts and authorization of payments for temporary staff;
  8. 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;
  9. Collaborate with the 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;
  10. 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 personal effects, etc.;
  11. Compose, draft and prepare correspondence in Spanish or English pertaining to assigned duties on own initiative or from verbal/written instructions, for signature;
  12. Act as a focal point for Human Resources matters with HRM in Headquarters;
  13. Act as alternative focal point for the UN security office in Paraguay;
  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 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: 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 or administrative functions.

Desirable: Experience using corporate ERP systems for human resources management would be an asset. Knowledge of the UN system and work experience in any agency of the UN system would be desirable.

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:

  • Sound knowledge of human resources policies, practices and procedures.
  • Basic knowledge of standard operating systems particularly with regard to administrative operations.
  • Ability to explain staff rules, standards and established guidelines which form the basis for personnel decisions and actions.
  • Ability to research, analyze and organize information and prepare recommendations regarding human resources practices, policies and procedures.
  • Ability to research, analyze and organize information in order to prepare correspondence, comprehensive status reports and recommendations regarding personnel decisions.
  • Ability to work harmoniously as a team member in a multidisciplinary and international environment. The nature of the business in HR requires sensitivity, confidentiality and respect for all contacts and information processed.

Languages:

Very good knowledge of Spanish with a working knowledge of English.

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.

REMUNERATION

Annual Salary: (Net of taxes)

PYG ₲173,919,000

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 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 Paraguay are open to Asunción metropolitan area residents only. Candidates must be Paraguay 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.

This vacancy is now closed.
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