Indirizzo.
Qualifications
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 Center Director and the direct supervision of the Administrator, and in close coordination with Human Resources Management (HRM), the incumbent is responsible for, but not necessarily limited to, the following assigned duties:
a) Coordinate the recruitment and selection processes for fixed-term and short-term United Nations (UN) positions, and local positions for hiring under local conditions of employment (CLTs and 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;
b) Initiate and/or approve Human Resources (HR) related actions in the PAHO 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 international recruited positions;
c) Coordinate the process of contracts for contingent workers (consultants: NPCs, IPCs; local positions through local employment agency, CLT, etc.), ensuring compliance with established policies and guidelines; create positions in PMIS; prepare estimated cost for contracts; issue contracts; process hiring and termination business processes; register consultants in accident insurance scheme; responsible for monitoring and updating PMIS to include status for all contingent worker positions and contract management;
d) Administer the files of personnel hired under local conditions of employment; monitor performance and administer 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; verify costs and submit for payment;
e) 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;
f) Ensure that the support documentation for the certification of dependents, civil status, education grants and/or any other staff benefits and/or allowances are reviewed and verified;
g) 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 the extension of staff and contingent worker contracts;
h) Ensure that all administrative records related to the Office’s staff are well maintained, including: extension of contracts, job description reviews, 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 contingent workers;
i) 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;
j) 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; monitor and assist in the process of updating local salary scale and pay bands for contingent workers;
k) Coordinate the preparation and review of 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.;
l) 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;
m) Compose, draft and prepare correspondence in Portuguese, Spanish and English pertaining to assigned duties on own initiative or from verbal/written instructions for signature;
n) Act as focal point for Human Resources matters with HRM at Headquarters;
o) Perform other related duties, as assigned.
REQUIRED QUALIFICATIONS
Education:
Essential: Certificate of completion of high school, with formal training in the administrative field with emphasis on Human Resources management.
Desirable: A bachelor’s degree in the social sciences, administration, psychology, or other HR related area would be a definite 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. PAHO, only considers official degrees 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: Seven years of experience in administrative work, preferably within the human resource discipline.
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 other/Deal effectively with conflict - Creates team spirit; promotes collaboration and open communication in the team; proactively supports others; welcomes team responsibilities and drives team results; promotes knowledge sharing in the team. Proactively identifies conflicts and facilitates their resolution in a respectful manner; tactfully resolves conflicts between or with others and takes action to reduce any possible tension; effectively builds a rapport with individuals and teams, establishing good personal and professional relationships, as well as minimizing risk of potential conflict.
· Respecting and promoting individual and cultural differences: Relate well to 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/Listen/Write effectively/Share knowledge - Foresees communication needs of audience and targets message accordingly. Facilitates open communication; encourages others to share their views openly and takes time to understand and consider their views. Writes down ideas in a clear, structured, logical and credible way; drafts and supports the development of guidelines, policies and procedures. Shares relevant information openly and ensures that the shared information is understood; considers knowledge sharing as a constructive working method and demonstrates awareness of the Organization.
· Knowing and Managing Yourself: Remain productive/Continuously learn - Remains objective and focused even in a “changing and moving” environment; continues to display positive behavior when facing some constraints; keeps challenges in perspective. Seeks all relevant information for decision making from a wide range of sources; quickly learns new competencies and skills that expand role capability; shows rapid understanding of new and/or complex information relevant to job.
· Producing results: Work efficiently and independently/ Deliver quality results/Take responsibility - Prioritizes work, monitors own progress against objectives and adapts plans as required; communicates adjustments as necessary. Acts proactively and stimulates action as needed; handles problems effectively and constructively. Produces high-quality results and workable solutions that meet clients’ needs. Works independently to produce new results and sets own time lines effectively and efficiently. Demonstrates positive attitude in working on new projects and initiatives. Demonstrates accountability for own success, as well as for errors; learns from experience.
Technical Expertise:
- Expert 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.
- 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 supervise, including skills in planning, organizing, problem solving and decision making of office management and personnel processes.
- Ability to work independently, as well as good judgment to plan and execute tasks.
- Ability to supervise and train subordinates, including skills in planning, organizing, evaluating, problem-solving and decision making in office management matters.
- Ability to research, analyze and organize information in order to prepare correspondence, comprehensive status reports and recommendations regarding personnel decisions.
