Human Resources Technician I

Grade:

Contractual Agreement:

Job Posting:

Closing Date:

Primary Location:

Organization:

Schedule:

OBJECTIVE OF THE OFFICE/DEPARTMENT

The Department of Human Resources Management (HRM) supports PAHOs 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.

ORGANIZATIONAL CONTEXT

The incumbent is a member of the HRM team with primary administrative reporting to the Talent Management unit (HRM/TM) and functional collaboration with the Health & Well Being unit (HRM/WB). He/she provides specialized technical and administrative support in two main streams: 1) Visa and Protocol Services (G 4/G 5 visas host country protocol arrangements UN Laissez Passers and drivers license formalities) and 2) Occupational Health & Well Being Administration (coordination of medical examinations medical entitlements documentation clinical records

management and health promotion activities). Work requires interpretation and application of host country regulations PAHO/WHO rules and established HRM procedures with responsibility for identifying issues resolving routine problems and escalating complex cases as needed. The incumbent works with a high degree of discretion given the sensitivity of medical and immigration information. Regular contacts are maintained with staff at all levels government counterparts (e.g. U.S. Department of State USCIS) service providers and UN offices to exchange information clarify requirements and ensure compliance.

SUMMARY OF RESPONSIBILITIES

Under the general supervision of the Director Human Resources Management (HRM) the direct supervision of the Human Resources Advisor Talent Management (HRM/TM) and in functional collaboration with the Health & Well Being Specialist the incumbent is responsible for but not necessarily limited to the following duties:

Visa and Protocol Case Management

a) Coordinate review and process documentation related to the registration change of status extension and termination of G 4 and G 5 visas for eligible staff members dependents and domestic employees in accordance with host country regulations and internal procedures;

b) Prepare and verify submissions and official correspondence to the U.S. Department of State (Office of Protocol and Visa Services) the Office of Foreign Missions and other relevant authorities ensuring accuracy and completeness of information;

c) Provide guidance to staff and dependents on visa categories documentation requirements changes in status employment authorization for dependents and residency-related questions ensuring that staff understand obligations and deadlines;

d) Identify complex or exceptional cases and refer them to the supervisor with recommended options as appropriate;

Drivers License and UN Laissez Passer Administration

e) Review and process requests to obtain or renew drivers licenses for staff dependents and domestic employees holding G 4/G 5 visas in coordination with the Office of Foreign Missions and relevant Departments of Motor Vehicles;

f) Process documentation for applications renewals and cancellations of United Nations Laissez Passers; liaise with the United Nations in New York (UNNY) verify related invoices and prepare periodic reports;

Health & Well Being Front Office and Medical Coordination

g) Provide front office services for the Health & Well Being unit; receive and direct visitors manage calls and emails respond to routine inquiries and route medical and administrative questions to appropriate staff;

h) Coordinate procedures related to entry periodic and exit medical examinations including scheduling follow up documentation and liaison with staff and external providers;

Medical Entitlements and Documentation

i) Compile review and complete medical documentation in support of entitlements such as sick leave disability allowance and special education grant ensuring that required information and authorizations are in place;

j) Maintain and update activity data and indicators for the Health Unit including appropriate diagnostic and procedure codes (e.g. ICD CPT) and prepare periodic summaries and reports;

Records and Information Management

k) Update and maintain digital client records including confidential medical and visa information; assist in transitioning hard copy records to digital format ensuring proper classification security and retrieval;

l) Maintain up to date records on visa status personal identity numbers (PINs) and related notifications in the HR information system taking appropriate follow up actions based on system alerts;

Financial and Administrative Processing

m) Review invoices related to occupational health services and visa/protocol related expenses; verify accuracy of data and coding; initiate payment and other financial transactions in coordination with relevant units;

n) Initiate and/or follow up budget and finance actions in support of Health & Well Being and visa/protocol activities in line with established procedures;

Process Improvement and Automation

o) Support the streamlining and automation of Health & Well Being and Visa Desk procedures including the drafting and periodic review of standard operating procedures (SOPs) in the eManual and on SharePoint;

p) Contribute to improving service quality by identifying recurrent issues suggesting corrective actions and implementing agreed improvements within own area of responsibility;

Communication Web and Knowledge Support

q) Prepare correspondence reports and information notes in English and Spanish including draft translations of memoranda general information bulletins and other documents related to visa and health & wellbeing topics;

r) Support the maintenance and updating of HRM/WB intranet and SharePoint pages ensuring that information on occupational health and wellbeing services is current and accessible;

Health Promotion and Occupational Health Activities;

s) Provide coordination support for health promotion initiatives and occupational health related activities (e.g. campaigns on nutrition physical fitness hygiene vaccination and emergency care) including logistics communication and participant follow up;

Other Related Duties

t) Perform other related duties as assigned that contribute to effective delivery of HRM/TM and HRM/WB services.

KEY BEHAVIORAL COMPETENCIES

Overall attitude at work: Maintains integrity and takes a clear ethical approach and stance; demonstrates commitment to the Organizations 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 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 valuing individual differences: Treats everyone with dignity and respect fostering positive relationships with everyone. Reflects on personal behavior to avoid stereotypes and considers situations from the perspective of others.

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 highquality results and workable solutions that meet clients needs. Works independently to produce new results and sets own timelines 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

- Knowledge of visa protocol and residency procedures applicable to international organizations including interaction with host country authorities (e.g. DOS OFM USCIS).

- Knowledge of administrative processes related to occupational health services including coordination of medical examinations handling of medical documentation and related entitlements.

- Ability to understand and apply relevant PAHO/WHO rules regulations and procedures relating to human resources medical entitlements and staff benefits.

- Ability to prepare clear accurate and well-structured correspondence and reports in English and Spanish including basic translations.

- Strong interpersonal skills and ability to handle sensitive information with discretion and strict confidentiality.

EDUCATION

Essential: Certificate of completion of high school.

EXPERIENCE

Essential: Six years of progressively responsible experience in administrative work of which a substantial portion should be in human resources protocol/visa services medical/health services administration or related fields.

Desirable: Experience in an international organization diplomatic mission or clinical/occupational health setting.

LANGUAGES

Fluency in English and Spanish. Knowledge of French and/or Portuguese would be an asset.

IT SKILLS

Demonstrated ability to effectively use standard office software such as Microsoft Excel Outlook OneDrive PowerPoint Teams SharePoint and Word; experience with Enterprise Resource Planning (ERP) systems (e.g. Workday) and electronic medical records platforms (e.g. Cority NextGen) is an asset

DISCLAIMER

• This vacancy notice may be used to fill other similar positions at the same grade and level.

• All applicants are required to complete an on-line profile to be considered for this post.

• Candidates will be contacted only if they are under serious consideration.

• In the event that your candidature is retained for an interview you will be required to provide in advance a scanned copy of the official degree(s)/diploma(s)/certificate(s) required for this position. PAHO considers official higher educational qualifications obtained from an institution accredited/recognized in one of the following databases:

- World Higher Education Database (WHED) list updated by the International Association of Universities

(IAU)/United Nations Educational Scientific and Cultural Organization (UNESCO).

The list can be assessed through the link: Council for Higher Education Accreditation

- College Navigator found on the website of the National Centre for Educational Statistics

to support the validation process.

• Any appointment/extension of appointment is subject to PAHO Staff Regulations Staff Rules and e-Manual.

PAHO/WHO is committed to:

• PAHO supports an environment of mutual respect and dignity for all applicants. All interested individuals who meet the requirements of this position are encouraged to apply.

• Persons with disabilities can request reasonable accommodations to enable participation in the recruitment process. To do so email us at:

• Maintaining high standards of integrity and accountability. People joining PAHO are required to maintain these standards both in their professional work and personal activities.

• Promoting 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 misconduct.

• Providing a smoke-free environment.

• Protecting the people in the communities we we have zero tolerance for sexual exploitation and abuse. People who commit serious wrongdoing will be terminated and may also face criminal prosecution.