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:                    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 [email protected] 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.  Further information on the http://es.wfp.org/contacts/vacantes post can be downloaded from  Only short-listed qualified candidates will receive an acknowledgement.  Please note that this is a local post. Applicants shall by definition be nationals of the country or state which they are to serve.  Date of issue of vacancy announcement: 12 January 2015