2023 Administrator Roster P3 level

Contract

This is a P-3 contract. This kind of contract is known as Professional and Director staff. It is normally internationally recruited only. It's a staff contract. It usually requires 5 years of experience, depending on education. More about P-3 contracts and their salaries.

OBJECTIVE OF THE OFFICE/DEPARTMENT

This requisition is for employment at the Pan American Health Organization (PAHO)/Regional Office of the World Health Organization (WHO)

PAHO Country Offices are responsible for ensuring that the Pan American Health Organization/World Health Organization (PAHO/WHO) country program of technical cooperation and its country presence provides adequate support to the national health development process and, at the same time, enables countries to shape the subregional, regional and global health agendas. The PAHO/WHO Country Office is the basic organizational unit for technical cooperation with the country/ies, drawing on PAHO/WHO resources from all levels and all parts of the Organization.

DESCRIPTION OF DUTIES

Under the direct supervision of the PAHO/WHO Representative (PWR), and the general guidance of the Director of Administration (AM), the incumbent assists in the planning, organization, operation, and evaluation of the PWR Office’s administrative services and is responsible for, but not necessarily limited to, the following assigned duties:

1. Implement PAHO standard systems, norms and procedures for the administration of human, financial and material resources of the PWR Office and any co-located cost centers, as well as for the control and evaluation of such processes;
2. Collaborate with the PWR and any co-located Cost Center Managers in the planning, organization, operation, and evaluation of administrative services, as part of the biennial work planning and HR planning exercises;
3. Participate in the implementation and development of the Organization's technical cooperation projects and activities for the PWR and any co-located cost centers by planning and controlling all financial and administrative services/support required;
4. Formulate general and specific budgetary estimates for projects; plan, organize and monitor the application, control and accounting of approved budgetary allocations by programs;
5. Administer, control, and disburse funds within the approved budgetary allocation as approved by the corresponding manager and PWR and any co-located Cost Center Managers in accordance with established regulations and procedures and within the authority delegated;
6. Administer personnel policies and apply established regulations, rules and procedures concerning recruitment, appointment, benefits, and other personnel matters, including issues related to immunities and privileges as they apply to international staff as well as local labor legislation as it applies to locally recruited administrative personnel, contractual services and special service agreements;
7. Supervise the computerized administrative activities of the Office, manage coordination of the office systems with the corporate Enterprise Resource Planning (ERP) system (PMIS); monitor the development of new systems software and the preparation of the corresponding operation standards and procedures manuals in accordance with corporate IT Governance processes; ensure that the appropriate systems administrative and maintenance tasks are performed; assist in the maintenance of the Office's computerized information systems in accordance with corporate standards;
8. Provide support and collaborate in the implementation of projects and initiatives, including providing support for the delegation of transactions and processes to shared service centers, where applicable;
9. Develop and recommend annual staff development programs in order to improve the efficiency and effectiveness of the Office's administrative and managerial capability; plan and organize the implementation of approved training; participate or provide training in subjects related to administration;
10. Brief and guide project managers and other personnel on national, subregional and regional projects with respect to the management of all administrative operations and services; ensure that pertinent rules and regulations of the Organization, as well as conditions of agreements with donors and the government are observed;
11. Prepare confidential correspondence, special reports, questionnaires, evaluations, and justifications related to specific and general administrative tasks within the area of responsibility;
12. Coordinate the periodic collection and analysis of pertinent economic and financial data in order to recommend rates or adjustments to rates for special service agreements, special contractual arrangements, agreements with donors, other participating institutions, etc.;
13. Coordinate joint services with UN agencies’ administrative teams, where applicable;
14. Develop, implement and ensure institutional/organizational security measures are complied with in accordance with corporate security standards;
15. Monitor and coordinate the upkeep and maintenance of the premises with service providers and Government counterparts as per contracts, basic and lease agreements for the property;
16. Assist the Representative and any co-located Cost Center Managers and the technical advisors in the active search of funding for priority projects in the country; participate in meetings with donors; prepare presentations and necessary documents for obtaining financing;
17. Manage the administrative team to provide administrative services for the PWR office and any co-located cost centers; ensure effective delivery of services through the appropriate internal controls and periodic evaluations in accordance with policies and guidelines;
18. Ensure basic program and budget management functions, in particular follow-up of program implementation, human resources plan and operational plan;
19. Participate in technical-administrative meetings and contribute to the efficient and timely implementation of the technical cooperation program;
20. Participate in monitoring meetings related to the execution/implementation of national voluntary contribution (NVC) agreements and projects;
21. Supervise staff assigned to the Administrative Team, establish clear work objectives, conduct timely and effective performance appraisals, provide coaching and feedback, and support staff development opportunities;
22. Participate in the PAHO Administrators Network under the leadership of the Director of Administration and ensure that information discussed during Network meetings is shared with the PWR and any co-located Cost Center Managers, administrative personnel, and technical personnel as appropriate.
23. Perform other related duties, as assigned.

REQUIRED QUALIFICATIONS

Education****:

Essential: A bachelor’s degree in business, public administration, finance, economics, or in any of the areas related to the functions of the position, from an accredited university.

Desirable: A master’s degree in management, business administration or related field would be an asset.

In the event that your candidature is retained for an interview, you will be required to provide, in advance, a scanned copy of the degree(s)/diploma(s)/certificate(s) required for this position. WHO, only considers higher educational qualifications obtained from an institution accredited/recognized in the World Higher Education Database (WHED) link: http://www.whed.net/. PAHO will also use the databases of the Council for Higher Education Accreditation http://www.chea.org and College Navigator, found on the website of the National Centre for Educational Statistics, https://nces.ed.gov/collegenavigator to support the validation process.

Experience****:

Essential: Seven years of combined national and international professional experience in administration, with supervisory responsibilities in budget, finance, personnel, procurement, or general services. Experience should include supervision of staff, experience with corporate ERP systems, and management of corporate resources.

Desirable: Experience in applying UN procedures and policies for disaster preparedness, emergency response, and for safety/security matters would be an asset.

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****: 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 promoting individual and cultural differences****: Relate well to diversity in others and capitalize on such diversity - 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****: Write effectively/Share knowledge - 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.

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 high-quality results and workable solutions that meet clients’ needs. Works independently to produce new results and sets own timelines effectively and efficiently. Shows awareness of own role and clarifies roles of team members in relation to project’s expected results. Makes proposals for improving processes as required and takes responsibility for own work and/or actions, as necessary. Demonstrates positive attitude in working on new projects and initiatives. Demonstrates accountability for own success, as well as for errors; learns from experience.

Ensuring effective use of resources: Strategize and set clear objectives/Monitor progress and use resources well - Sets specific, measureable, attainable, realistic and timely objectives in line with those set by the supervisor and follows up to achieve them; takes into account impact on own work; shows awareness of how own work contributes to the PAHO Program of Work. Resets priorities in response to unexpected circumstances; applies measures to monitor resources and progress as planned; looks for cost- effective solutions; identifies resources ‒ financial, human and technological ‒ needed to achieve own workplan.

Moving forward in a changing environment****: Propose change/Adapt to change - 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:

• Expertise in administration, budget, planning and programming, financial/accounting administration, local and international human resources management, security, travel arrangements, general services, procurement, and other related administrative services and operations.
• Thorough theoretical and practical knowledge of managerial principles and practices, as well as good judgment to plan and execute tasks and to supervise subordinates.
• Thorough theoretical and practical knowledge and skills in handling financial, personnel, and administrative problems, and ability to maintain good working relationships with government authorities and officials from donors, host government, and other participating institutions.
• Strong technical, analytical and conceptual skills; demonstrated ability to assess, analyze, synthesize and provide recommendations on key managerial and administrative issues.
• Ability to integrate managerial and administrative inputs into recommendations.
• Strong professional oral and writing skills, including the development of reports, oral presentations, and other documents for consideration at the highest levels of the Organization.

Languages:

Very good knowledge of Spanish or English with a working knowledge of the other language. Knowledge of French and/or Portuguese would be an asset.

IT Skills:

Demonstrated ability to effectively use current technology and software, spreadsheets and presentations, as well as Enterprise Resource Planning (ERP) and management information systems. Other IT skills and knowledge of software programs such as Microsoft Excel, Outlook, OneDrive, PowerPoint, Teams, SharePoint, and Word are considered essential.

REMUNERATION

Annual Salary****: (Net of taxes)

USD $62,692.00 post adjustment

Post Adjustment****: This percentage is to be considered as indicative since variations may occur each month.

ADDITIONAL INFORMATION

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

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/WHO offers an attractive compensation package including an annual net salary and post adjustment, which reflects the cost of living in a particular duty station and exchange rates (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. Benefits for internationally recruited staff may include home leave, travel and removal expenses on appointment and separation, education grant for dependent children, assignment grant and rental subsidy.

Candidates appointed to an international post with PAHO are subject to mobility and may be assigned to any activity or duty station of the Organization throughout the world.

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. A written test and/or interview will be held for this post. The post description is the official documentation for organization purposes.