Administrative Assistant II

Contract

This is a G-5 contract. This kind of contract is known as General Service and related categories. It is normally only for nationals. It usually requires 5 years of experience, depending on education. More about G-5 contracts.

OBJECTIVE OF THE OFFICE/DEPARTMENT

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

The Department of Family, Health Promotion and Life Course (FPL) of the Pan American Health Organization promotes, coordinates and implements technical cooperation at the regional, sub regional and country levels, emphasizing the central role of the family and community to foster a culture of health promotion and protection in which health is a social value and a human right. FPL focuses on the development and implementation of programs for women and men’s health; sexual and reproductive health; maternal and neonatal health; the integrated health and development of children and adolescents; the health of aging populations; food and nutrition; comprehensive family immunization.

DESCRIPTION OF DUTIES

Under the general supervision of the Director, Family, Health Promotion Life Course (FPL), and the direct supervision of the Administrative Officer, the incumbent is responsible for, but not necessarily limited to, the following assigned duties:

• Assist the Unit Chiefs, Project Coordinators and Administrative Officer in the planning, compilation and preparation of Biennial Work Plans (BWP); allocation of regular and extra-budgetary funds by projects and expected results. Monitor the financial implementation of the annual program of work by maintaining the computerized database up-to-date with the constant upgrading of the system; matching and balancing data between the Organization’s financial systems;
• Prepare, review and/or modify administrative and financial documentation, including budgets and support documentation for internal or external use, including financial presentations to partner institutions;
• Prepare or review costing of technical cooperation plans and evaluating those costs within the framework of the biennial program budget (BWP); semiannual program of work (PTS), evaluations and other related planning and programming tools;
• Initiate and/or approve budget and finance related actions in the corporate information system for staff and contingent workers; serve as Compensation Finance Partner Within Entity in the PAHO Management Information System (PMIS);
• Update budget and financial information in PMIS system; monitor the status of budget execution and the project’s financial resources in the corporate information system and any other databases for reporting needs; provide feedback to enhance existing databases;
• Verify the execution of funds in accordance with the approved budget allocations; monitor and update funds as received; review documentation and source of funds previous to the establishment and request of financial commitments of the Department; monitor the use of the funds; analyze expenditures,; determine availability of funds in each source amend financial commitments to ensure availability of funds for future activities; establish, monitor and ensure availability of funds; inform, when necessary, of funding and expenditure conditions that may affect the Projects’ operations;
• Administer the PAHO Corporate Credit Card assigned to the Teams; maintain a purchasing log by verifying accuracy of transaction on the monthly activity statements and marks records to identify valid allotment/obligations(s), obtaining approval signatures for the purchases; upon receipt of monthly statement activity from the bank, send to FRM for settlement with the bank; retaining proof of receipt/delivery with original statements; maintaining the security of the Purchasing Card and auditable files;
• Assist in the preparation of budgets and the establishment of grant details for extra-budgetary funded projects from major donors and partners; observe the conditions of agreements; assist in the preparation of expenditure reports by donors; provide periodic updates to Unit Chiefs and Program Coordinators on the status of grants deadlines and financial status, regulations and administrative procedures to facilitate the execution of funds before expiration date of agreements; assist in the review and verification of financial reports to be presented to donors;
• Provide administrative support in the preparation of regional meetings, courses and seminars including the preparation of budget estimates on costs of personnel and participants’ travel; monitor the operational aspects involved in the organization of these activities such as local conferences’ expenses and other financial needs;
• Initiate documentation for the appointment and recruitment of professional and general service staff, consultants, short-term professionals, contractors, and carry out the necessary steps in PMIS to successfully complete HRM actions;
• Coordinate with Program Budget (PBU/PB) transfer of funds and initiate the required steps in PMIS to carry out this activity;
• Prepare presentations, such as graphics, charts and tables to be used for the evaluation of the Strategic Plan Objectives using standard office computer software;
• Compose, draft and prepare correspondence in English and Spanish pertaining to assigned duties on own initiative or from verbal/written instructions for signature of the Department Director or Unit Chiefs; prepare draft translations of correspondence and other materials;
• Perform other related duties, as assigned

REQUIRED QUALIFICATIONS

Education****:

Essential: Certificate of completion of high school.

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), a list updated by the International Association of Universities (IAU) / United Nations Educational, Scientific and Cultural Organization (UNESCO). The list can be accessed through the 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: Five years of experience in administrative work related to project management activities, including experience in financial and budgetary operations.

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 conflicts - Works collaboratively with team members and counterparts to achieve results; encourages cooperation and builds rapport; helps others when asked; accepts joint responsibility for the teams’ successes and shortcomings. Identifies conflicts in a timely manner and addresses them as necessary; understands issues from the perspective of others; does not interpret/ attribute conflicts to cultural, geographical or gender issues.
• Respecting and promoting individual and cultural differences: Relate well with 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: Express oneself clearly when speaking/Write effectively / Share knowledge - Quality and quantity of communication targeted at audience. Listens attentively and does not interrupt other speakers. Adapts communication style and written content to ensure they are appropriately and accurately understood by the audience (e.g., power-point presentations, communication strategies, implementation plans). Shares information openly with colleagues and transfers knowledge, as needed.
• Knowing and managing yourself: Remain productive /Manage stress/Continuously learn - Remains productive even in an environment where information or direction is not available, and when facing challenges; recovers quickly from setbacks, where necessary. Manages stress positively; remains positive and productive even under pressure; does not transfer stress to others. Seeks informal and/or formal learning opportunities for personal and professional development; systematically learns new competencies and skills useful for job; takes advantage of learning opportunities to fill competencies and skill gaps.
• Producing Results: Work efficiently and independently / Deliver quality results/Take responsibility - Prioritizes work and makes planning/Organizational adjustments as necessary; seeks clarification from supervisor on timelines, as needed. Uses feedback and inputs from supervisor to achieve results. Produces quality results and has frequent discussions with supervisor to achieve results. Is action-oriented and sees tasks through to completion. Shows understanding of own role and responsibilities in relation to expected results. Solicits and accepts direction and guidance from supervisor and team members and takes responsibility for own work and actions, as appropriate.

Technical Expertise:

• Skills in the use of automated budgetary/financial systems and specialized mainframe or minicomputer software associated with assigned responsibilities.
• Skills in planning, organizing, problem-solving, and decision-making of office management processes.
• Ability to research, analyze and organize information in order to prepare charts, graphics, reports, etc.
• Ability to plan, organize, coordinate and carry out administrative processes such as: maintenance of expenditures records, preparation of statistical or periodical reports, etc.
• Ability to plan, organize, coordinate, and carry out administrative processes such as: meetings, recruitment of temporary staff, preparation of formal publications, preparation of reports, coordinating secretarial support services for meetings, etc.
• Ability to work independently and under pressure.

Languages:

Very good knowledge of Spanish and English.

IT Skills:

Demonstrated ability to effectively use a computer and utilize software programs such as Microsoft Office Word, Excel, PowerPoint, SharePoint and Outlook. Other IT skills and knowledge of other software programs such as Visio and Project would be an asset.

REMUNERATION

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

US$ 44,943.00

ADDITIONAL INFORMATION (Local Recruitment)

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

Only candidates under serious consideration will be contacted.

A written test may be used as a form of screening.

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 committed to workforce diversity.

PAHO/WHO has a smoke-free environment and does not recruit smokers or users of any form of tobacco.

PAHO offers an attractive compensation package including an annual net salary (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.

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

Administrative/support positions in Washington, D.C. are open to Washington, D.C. metropolitan area residents only. Candidates must be U.S. Citizens or hold a Permanent Resident Alien card (Green Card).

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 organizational purposes.