TERMS OF REFERENCE

VACANCY ANNOUNCEMENT
Post Title:
Level:
Contract Type:
Duration:
Post No.:
Duty Station:
Entry-on-duty:
Human Resources Assistant
GS-4
Fixed-Term (FT)
1 year (renewable)
RB_PAN/2015/001
Panama, WFP Regional Bureau for Latin America and the Caribbean
As soon as possible
Supervision: The Human Resources Assistant reports to the Senior Human Resources Assistant.
Accountabilities:
Within delegated authority, the Human Resources Assistant will be
responsible for the following duties:
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Extract and input data from various sources in the human resource database;
Respond to human resources queries from staff in the unit and elsewhere in the
Programme;
Ensure that salary, overtime, hours of work, leave policy, entitlement, health insurance
and detailed Terms of Reference are comprehensively included within the body of all
Letters of Employment offers;
Review supporting documentation for processing various actions; answer a variety of
enquires and supply readily available information from office files, databases, liaising with
other offices as appropriate;
Verify benefit and other human resources related claims for accuracy and conformance
with personnel rules and regulations;
Draft routine correspondence and initiate process for the preparation of all staff support
documentation (visas, identification cards, UN Laissez Passer, bank accounts, etc);
organize relevant Customs, immigration and UN documentation process, as required;
Assist supervisor(s) in monitoring the contractual status of all staff on various appointments
based in immediate location or within the office’s mandate; monitor within grade service
increment schedules and ensure the timely preparation and issuance of contract
renewals and personnel action forms;
Check and maintain attendance registers, leave reports, DSA forms and other forms and
reports;
Check and maintain personnel files for all staff at location, ensuring all documentation is
complete; maintain and update confidential personnel information and documents, and
ensure relevant documents are kept in their respective files;
Search for, retrieve, compile, assemble and archive a variety of human resources
statistical data from computer files, records, reports or from other sources for external use;
Collect and maintain information on commercial, private and inter agency training
schedules and institutions (course schedules, curricula, and cost);
Assist in the preparation of administrative reports; draft routine correspondence; arrange
for briefings and debriefings and take notes at meetings;
Collect and maintain leave attendance for locally recruited staff, international staff and
country offices in the region
Keep the roster and reply to applicants
Update the Human Resources Calendar
Prepare and maintain the Staffing list on a monthly basis
Follow up on Training certificates and their validity for mandatory courses
Ensure that UNDP and WFP issued human resource and personnel policy manuals, rules,
regulations, guidelines, and circulars, are updated and filed regularly;
Perform other related duties as required.
Expected Results: Produces organized, accurate and well documented records conforming to
required format with well analyzed data. May provide guidance on office practices to staff in
lower grades.
Critical Success Factors:
Ability to review a variety of data, identify and adjust data discrepancies. Identify and resolve
operational problems. Ability to communicate moderately complex matters clearly and
concisely. Ability to perform detailed work, work of a confidential nature and/or to handle a
large volume of work possibly under time constraints. Ability to deal patiently and tactfully with
people of different national and cultural backgrounds.
Minimum Qualifications
Education
Secondary school education.
Experience
At least three years of progressively responsible general support or secretarial work experience,
including at least one year in the field of human resources or other related field and at least
one year at the G3 level or equivalent.
Knowledge
Training and/or experience utilizing computers, including word processing, spreadsheet and
other standard WFP software packages and systems. General knowledge of UN system policies,
rules, regulations and procedures governing human resources administration.
Language:
Fluency in both oral and written communication in English and Spanish. English will be tested
during the written test and oral interview.
Desirable Skills
Knowledge of WFP manuals in the area of human resources administration. Working
knowledge (level C) and/or limited knowledge (level B) of other WFP official languages
depending on area of work. Formal training in administration or human resources.
Qualified candidates who are interested in the above position are invited to submit their
application by e-mail, in English, attaching a Resume or the UN Personal History Form, not later
than 21 January 2015 to wfp.lacvacancy@wfp.org indicating in the Subject: Vacancy
Announcement RB_PAN/2015/001 Human Resources Assistant, FT GS-4.
Additional information
 Please note that applications received after the deadline will not be considered.
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Further
information
on
the
http://es.wfp.org/contacts/vacantes
post
can
be
downloaded
from
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Only short-listed qualified candidates will receive an acknowledgement.
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Please note that this is a local post. Applicants shall by definition be nationals of the
country or state which they are to serve.
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Date of issue of vacancy announcement: 12 January 2015