Human Resources Technician I, Washington, United States
Organization: World Health Organization (WHO)
Country: United States
Office: Regional Office for the Americas of the World Health Organization
Closing date: Thursday, 12 January 2023
Human Resources Technician I
( 2212029 )
Grade : G6
Contractual Arrangement : Fixed-term appointment
Contract Duration (Years, Months, Days) : One year, first year probationary period. Post of limited duration.
Job Posting: Dec 22, 2022, 8:40:57 PM
This is a requisition for employment at the Pan American Health Organization (PAHO)/Regional Office of the World Health Organization (WHO)
The Department of Human Resources Management (HRM) supports PAHO’s mission of working in and with countries towards the improvement of health and quality of life in the countries of the Americas through strategic, innovative and variable human resources practices, policies, programs and services to attract, engage and retain highly qualified, talented staff committed to excellence, mutual respect and trust.
DESCRIPTION OF DUTIES
Under the general supervision of the Human Resources Advisor (HRM/CE), and the direct supervision of the Human Resources Specialist (HRM/CE), the incumbent is responsible for, but not necessarily limited to, the following assigned duties: Administration of personnel: Determine the applicability of staff rules, regulations and administrative manual procedures related to the entitlements of assigned professional, national officer, general services and short term staff members; initiate, approve as applicable, administer and implement actions on appointment, secondment, reassignment, promotion, extension, termination and other changes in status; analyze the staff member’s personal status for the purpose of calculating benefits and entitlements using established software; research precedents, prepare background documentation and recommend solutions for cases involving discrepancies or deviations from normal procedures; serve as HRM Partner in the PASB Management Information System (PMIS)
Assist and guide staff members directly and continuously on all matters related to their entitlements and changes in status; provide clarification and monitor compliance with the rules and regulations; provide guidance and explanations on the application of related staff rules and regulations to counterparts in the field
Analyze source documents related to complex cases, prepare synopses of key points as required, and recommend appropriate course of action to supervisors consistent with the benefits, entitlements and deductions that apply to a staff member under the Staff Rules and Regulations, PAHO/WHO Manual and established policies
Maintain up to date the electronic record for each assigned staff member by including grade/step, dependent’s allowance, hardship and mobility allowances, extensions, terminations, changes in dependents‘ status; maintain personnel files for assigned staff members and control confidential and work reference material; retire files of terminated staff
Compose, draft and prepare in final form correspondence pertaining to assigned duties on own initiative or from verbal/written instructions; issue certificates of employment, verifications of employment and other attestations; review for accuracy, process and initiate appropriate correspondence or required action from information received through the monthly personnel reports relating to within-grade increases, changes in step or grade, mobility, hardship allowances, performance appraisal, retirement
Brief new staff members and prospective retirees on their entitlements, benefits and conditions of service as applicable; provide guidance and counseling to staff upon arrival to, and departure from, the duty station
Determine, monitor and certify eligibility for a broad variety of complex and interconnected benefits including: Travel and luggage entitlements for all statutory travel (home leave, education grant, appointment, reassignment, termination, etc.) of staff members and their dependents; preparing appropriate spend authorization(s) and related documentation; arranging for tickets as required; analyzing pro formas and determining which company should ship the personal effects
Entitlements for Leave Without Pay (LWOP), study leave, Education Grant, Sick Leave Under Insurance Cover (SLIC)
Monitor the submission of appraisal reports, controlling compliance prior to confirmation of appointment and extension of contract
Inform staff members and the Finance Department of possible UN Pension Fund validation and restoration options; respond to queries concerning Pension Fund entitlements and related matters; prepare and verify documentation for the UN Pension Fund related to appointments, changes in marital and dependency status, retirements, disability, death, survivors‘ benefits, etc.
Determine eligibility and prepare documentation pertinent to Voluntary group life insurance plans of AETNA and WHO Group Life Insurance related to appointments, terminations and change in status
Administer, review, process and monitor the annual verification of status of staff, and dependency status of children, spouses and secondary dependents, and appropriate correspondence and/or personnel action required due to the changes in the personal and financial situation of staff
Initiate and monitor detailed procedures upon the death of staff members and retirees, and process documentation related to survivors‘ benefits
Serve as back-up to other Human Resources Technicians in the Unit, as needed
Visa Desk (under the direct supervision of the HR Advisor)
Coordinate, review, process and follow up all documentation to be sent to the Office of Protocol, Visa Services, and the Office of Foreign Missions of the Department of State (DOS); the US Citizenship and Immigration Services (USCIS), in keeping with the rules and regulations of these agencies, including: Prepare and verify documentation for submission to the Office of Protocol, DOS, regarding registration, change of status and termination of G4 visa holders; applications for employment authorizations (EAD) in favor of dependents
Prepare and verify documentation for the Visa Services Office, Department of State (DOS), regarding applications and extensions of G.4 and G.5 visas for staff members, their dependents and their domestic employees; compose, draft and prepare correspondence in final form to the Offices in DOS on visa matters
Review and process requests to the Office of Foreign Mission, DOS, for obtaining/renewing driver’s license for staff members, dependents and domestic employees holding G-4 and G-5 visas, in accordance with established criteria of the Divisions of Motor Vehicles in Washington DC and the states of Maryland and Virginia
Maintain records on G4 and G5 visas, on visa status and Personal Identity Numbers (PIN); create status summaries and take appropriate actions on visa-related matters based on notifications received in Workday
Provide assistance on special visa-related requests on a case-by-case basis and take necessary action; inform staff members on an on-going basis on matters related to changes in their visa status
Inform all staff and other Teams in Human Resources of new regulations and procedures issued by the Department of State and the USCIS
Process documentation regarding applications and cancellations of UN Laissez-Passers; act as focal point with United Nations office in N.Y.; produce periodic reports related to UN LP issues as required
Refer complex cases to supervisor for decision on appropriate course of action
Provide administrative support to the HR Advisor as assigned; prepare correspondence in English and Spanish, on own initiative or from verbal instructions; type drafts, reports, charts, and a variety of correspondence using standard office computer software; prepare draft translations of memoranda, documentation, General Information Bulletins and other correspondence
Review and maintain inventory of Retiree’s files and coordinate dispatch of files to general archives as per established schedule; retrieve files from general archives when required
Perform other related duties, as assigned.
Education: Essential: Certificate of completion of high school.
Desirable: Specialized training at the college, university or business school level with emphasis on administration or Human Resources.
WHO, only considers higher educational qualifications obtained from an institution accredited/recognized in the World Higher Education Database (WHED) link: http://www.whed.net/. Council for Higher Education Accreditation http://www.chea.org and College Navigator https://nces.ed.gov/collegenavigator
Experience: Essential: Six years of general office or administrative work experience or four years of general office or administrative work experience, and one year of specialized training at the college, university or business school level with emphasis on administration or human resources; or two years of general office or administrative work experience and two years of specialized training at the college, university or business school level with emphasis on administration or human resources.
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: 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: 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: 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: Remains objective and focused even in a "changing and moving" environment; continues to display positive behavior when facing some constraints; keeps challenges in perspective. Effectively controls own emotions, avoiding displaying them inappropriately; continues to show positive attitude when producing individual results, as well as supporting team’s work; continues to be collaborative with others, even in stressful and challenging circumstances. Sees feedback as a key element in personal and professional development; displays a high level of self-awareness in response to positive and negative feedback, accepts negative feedback positively, moving forward quickly and constructively. 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: 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.
Moving forward in a changing environment: Actively supports Organizational change initiatives and demonstrates personal commitment to them, including when faced with new demands; proposes workable solutions to challenging situations. Engages in positive responses to a changing environment and promotes workable solutions to achieve own and team’s results. Welcomes, and actively seeks to apply, new ideas, approaches and working methods and technologies in order to improve own and/or team’s work processes and results; demonstrates commitment to Organizational change initiatives.
Technical Expertise: Ability to interpret human resources policies and guidelines, Staff Rules & Regulations, and follow procedures, in order to independently perform duties and to provide information and explanations to staff
Ability to prepare analytical evaluations and recommendations concerning staff benefits, rules, established policies, etc.
Ability to discern and escalate sensitive cases through the appropriate channels to ensure that all levels within HRM are properly informed as needed
Ability to write / originate correspondence in English and in Spanish
Ability to plan, organize, evaluate, problem-solve and make decisions on work-related issues
Ability to research, analyze and organize information in order to ensure accuracy of the data entered in the PMIS system
Ability to work harmoniously as a team member in a multidisciplinary and multi-cultural 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 and 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
Annual Salary: (Net of taxes)
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 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 Washington, D.C. are open to Washington, D.C. metropolitan area residents only. Candidates must be U.S. Citizens or hold a Permanent Resident Alien card (Green Card). The post description is the official documentation for organizational purposes
Link to the organization’s job posting: https://unjobs.org/vacancies/1671829080181