Administrative Assistant III

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Application deadline 2 years ago: Wednesday 12 Jan 2022 at 22:59 UTC

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Contract

This is a G-6 contract. This kind of contract is known as General Service and related categories. It is normally only for nationals. It usually requires 6 years of experience, depending on education. More about G-6 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 Financial Resources Management (FRM) oversees the financial transactions of the Organization by establishing the accounting policies and procedures, in accordance with PAHO’s Financial Regulations and Rules; processes the disbursements of funds; prepares the financial statements of the Organization; monitors the inflow of funding and utilization of these resources; is responsible for investments and banking, financial analysis, the monitoring of the cost centers’ financial administration; payroll, pension, taxes, Staff Health Insurance, and the processes and systems involved with FRM’s area of responsibility.

DESCRIPTION OF DUTIES

Under the direct supervision of the Director, Financial Resource Management (FRM) the incumbent is responsible for, but not necessarily limited to, the following assigned duties:

  1. Review outgoing correspondence requiring the signature of the Director to ensure accuracy; proofread for style, punctuation, grammar, spelling and adherence to PAHO’s standards and policies; recommend revisions to correspondence and other documents to ensure that they are clear and accurate in content. Review proposed PIBs, GIBs and suggest edits to ensure quality and alignment with the Organization’s internal communication policies. Prepare correspondence on own initiative or from verbal instructions for signature of the Director; prepare draft translations of correspondence and other materials from English into Spanish and vice versa; act as the Director’s Correspondence Focal Point, keeping abreast of PAHO’s Correspondence guidelines and guiding other correspondence initiators in the Department;
  2. When required, review incoming correspondence which requires action by the Director; review it for substance, identify urgent matters and ensure that these are handled expeditiously; determine which can be answered by specific Department personnel; gather necessary background documentation for correspondence requiring action by the Director; prepare draft responses; monitor that deadlines for responses are met; follow up with various Department personnel and other organizational components on the submission of reports and correspondence; upload Decision memos and letters in the AM Decision Tool or in the PAHO Director’s Correspondence Tracking System, as appropriate;
  3. Maintain the Director’s calendar, and arrange appointments, receive visitors, place and answer telephone calls, handle confidential and sensitive matters with great discretion; prepare agendas and other material for the Director for use on official trips or special meetings; screen, with considerable tact, all requests to speak to or see the Director; establish the purpose of the request and determine which requests can be handled by self or other teams in the Department;
  4. Assist in the preparation of the monthly financial report, technical presentations, technical reports and articles by reviewing, correcting and/or rewriting texts to improve clarity, conciseness and coherence; prepare and verify the content of tables, graphs, and charts; follow up with the FRM Advisors under the Director on the submission of reports and correspondence in order to meet established deadlines; revise to incorporate feedback from FRM Advisors and the Director of Administration. Assist in the preparation of PowerPoint presentations for Governing Bodies’ meetings, reports for EXM, FRM briefings for PWRs, Center Directors, and Administrators;
  5. Assist with program planning, execution and financial status of the biennial work plan (BWP) and funds; initiate purchase orders and requisitions; amend the task budget to reflect planning and executed implementation; provide periodic status reports, and bring matters to the attention of the Department Director when resource decisions are required; draft Program Monitoring and Assessment (PMA) reports each semester;
  6. Monitor the status of documentation for the appointment and recruitment of professional and general service staff, consultants, short-term professionals and contractors; provide guidance to managers on recruitment and contract options, and next steps; initiate and carry out the necessary steps in PMIS to successfully complete HR actions; serve as HR Partner within entity in PMIS; track funding for contingent workers; update organization diagram; assist with biennial HR planning, maintaining confidentiality;
  7. Serve as liaison regarding logistical and operational processes and activities between the Director and staff in the Department, as well as with other offices throughout the Organization; communicate procedures to be followed for meetings of Governing Bodies, Advisory Committees, etc.;
  8. Assist in the preparation of Briefing Book documents for the Office of the Director and any other office, based on information provided by the Department teams. Check for consistency and relevance of proposed information;
  9. Support actions to streamline and automate financial processes. Review SOPs, Job Aids and suggest amendments; implement urgent amendments when the document’s BPE is out of the office. Update Policies at the request of the Director;
  10. Establish and maintain electronic files and controlled reference material; register all correspondence in computerized systems and follow up on correspondence going to other offices for clearance and/or signature; maintain the confidential files of the Director; conduct research of files, reports, and other sources to obtain material requested by the Director and, when necessary, compiling summaries;
  11. Assist in the office management of the Department; purchase supplies, following the Standard Operating Procedures for use of the purchasing card; coordinate all-staff meetings and other general meetings, preparing the agenda, inviting guest speakers; coordinate maintenance; disseminate information internally;
  12. Organize and make duty travel arrangements for the Department Director. This includes: obtaining concurrence from country to be visited; preparing itineraries; obtaining security clearance and visas, where applicable; coordinating transportation and hotel accommodations, providing him/her with all background documentation for meetings prior to departure; and following up on programmatic and administrative actions resulting from duty travel report of the Department Director;
  13. Support the Department Director to track PPES and FRM Asset compliance in the PASB Management Information System (PMIS) system, and take follow-up actions as needed;
  14. Perform other related duties, as assigned.

REQUIRED QUALIFICATIONS

Education****:

Essential: Certificate of completion of high school.

Desirable: Bachelor’s degree in accounting, business administration, finance or English or Spanish 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), 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: Six years of administrative work experience.

Desirable: Experience in accounting, business, finance and/or writing for business purposes 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 other/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****: 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 high-quality results and workable solutions that meet clients’ needs. Works independently to produce new results and sets own time lines 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:

  • Ability to write/originate routine and non-routine correspondence and reports, particularly on financial matters, in English and Spanish and ability to prepare working translations. Ability to edit and proofread formal documents.
  • Ability to plan, organize, coordinate and carry out administrative processes such as: meetings, personnel matters, preparation of formal publications, budget and expenditures records, acquisition of supplies.
  • Ability to research, analyze and organize information in order to prepare charts, graphics, reports, etc. Ability to prepare presentations, highlighting key points.
  • Ability to coordinate, monitor and control administrative services affecting several projects and involving the allocation of work, developing/adjusting operational procedures, evaluating priorities, coordinating and supporting internal day-to-day activities, etc.
  • Skills in planning, organizing, evaluating, problem-solving and decision-making of routine office management processes.
  • Ability to understand and use Enterprise Resource Planning (ERP) systems.

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, Teams, SharePoint and Outlook. Experience with complex ERP systems particularly with regard to financial, accounting, and/or administrative operations would be an asset. Other IT skills and knowledge of other specialized application software in the area of finance would be an asset.

REMUNERATION

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

USD $ 53,164.00

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.

Added 2 years ago - Updated 2 years ago - Source: who.int