Finance Associate, Manila

 Responsibilities and Accountabilities 

The incumbent will be accountable for the effective management of the following HR services:

1. Perform assigned Personnel Administration role in ORACLE/WAVE HR master data paying special  attention to data consistency and accuracy

Input and maintain data for hiring, rehiring, staff contract (new appointment, renewal, change in contract type, extension), transfer, Advancement Within Grade (AWG), promotion, separation and other entitlements applicable to staff based on approvals and supporting documentation

Verify eligibility for allowances and other benefits

Monitor, coordinate and follow-up staff contract status and entitlements, including non-staff

Generate reports, contracts extensions, personnel actions and other related documentation

Initiate issuance of Personnel Action (PA), contracts and other entitlements in a timely manner

2. Carry-out a wide range of Human Resources actions, including but not limited to the preparation of documentation for separation, classification, reclassification, promotion, disciplinary cases etc. 

and coordinate with the Panama Administrative Centre and Human Resource Management in Geneva, as appropriate.

3. Perform pre-payroll and validate timekeeping related activities 

Responsible for the checking of ORACLE/WAVE input of overtime, night differential, transportation allowance

Keep track and input Short Term Assignment (STA) and Interim Allowance 

Review Wage Type Report entries in line with the staff members entitlements, movements and issued Personnel Action forms

Assist in the reconciliation of leave in the systems against the absent quota and attendance record

4. Prepare and maintain trackers, reports, and systems available for MAC HR Administration and submit timely to concerned parties

Regularly update the HRA tracking List for contract, entitlements, separation and terminal emoluments and database, in collaboration with the HR Specialist (HR Administration);

Assist in the preparation of HR administration reports and other related activities and initiatives;

Update and maintain the electronic and physical archiving systems in the unit including personnel administration files, Human Resources policies, regulations, guidelines and manuals, internal controls etc.

5. Assist in monitoring compliance with the Staff Evaluation System and follow-up with staff and supervisor as needed; facilitate compliance by providing technical guidance on the use of the system.

6. Provide information to staff on their entitlements and responsibilities in line with regulations, instructions, and procedures. Ensure that all Personnel Administration related inquiries are address in a timely manner and refer the most sensitive/complex ones to the national HR Officer.

7. Identify areas for improvement and highlight them to supervisor; provide inputs for new procedures to complement or to adopt existing ones taking into consideration the specifics needs of the office. Assist in analyzing and resolving sensitive cases by collating backgroud information, preparing summaries and sharing best practices.

8. Maintain regular coordination with MACHR Recruitment team to support the timely on-boarding of staff. Validate incoming staff completion of pre-employment requirements, forms and prepare contract and PA at least three days prior to Entry on Duty (EOD).

9. Assist in organizing human resources events including staff development and training activities in coordination with the Staff Development and Learning Uit and maintain updated records.

10. Participate in inter-agency Human Resources related working groups, as assigned.

11. Provide guidance and training to new/Juior staff in the uit.

12. Perform other personnel administration related administrative duties

Perform Respond to employment verification;

Maintain personnel files of active and separated locals staff and ensure completeness of records;

Prepare Request for Payments (RFPs) for MSP after-service payment

Prepare monthly overtime schedule guidelines to be distributed internally via e-mail blast;

Draft and review routine correspondence, letters, certifications etc.

13. Perform other HR related duties as may be assigned by the supervisors from time to time.

Required Qualifications and Experience

EDUCATION

University degree in Psychology, Human Resource, Management or a related field from an accredited academic institution, with three years of relevant professional experience;

Completed High School degree from an accredited academic institution, with five years of relevant professional experience;

Certificate on human resources an advantage.

EXPERIENCE

Experience in human resource management particularly in HR data extraction, reports and dashboards preparations.

Experience in producing high-quality, detail-oriented HR reports and monitoring tools

Has worked for at least 6 months in any multicultural organization 

SKILLS

Proficient in computer with experience in HR systems and applications; working knowledge of SAP 

HR required; 

Excellent knowledge in Microsoft Excel;

Working knowledge with different collaboration platforms (e.g. SharePoint, Teams etc.)

Analytic, with attention to details and ability to organize work in a methodical way.

Languages 

REQUIRED

For all applicants, fluency in English is required (oral and written).