Documentation Specialist

Contract

This is a P-2 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 2 years of experience, depending on education.

Salary

The salary for this job should be between 98,139 USD and 133,297 USD.

Please keep in mind that the salary displayed here is an estimation by UN Talent based on the location and the type of contract. It may vary depending on the organization. The recruiter should be able to inform you about the exact salary range. In case the job description contains another salary information, please refer to this one.

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)

The Office of the Governing Bodies (GBO) leads the complex operations of the Pan American Health Organization (PAHO) Governing Bodies and promotes and supports the institutional development of the Organization’s governance structures: the Pan American Sanitary Conference, the Directing Council, the Executive Committee, and their Committees and Sub-Committees, including the Audit Committee. The Pan-American Sanitary Bureau (PASB), headed by the Director, acts as the Executive Secretariat and carries out the directives of the Governing Bodies. For this purpose, GBO: (a) offers advice to the PASB leadership regarding Member States’ engagement in the governance of the Organization; (b) provides leadership in planning, organizing, convening and reporting on governing bodies meetings; (c) guides the preparation of the documentation for the Governing Bodies sessions; (d) manages the historical records of PAHO’s governing bodies, its deliberations and actions, and ensures effective retrieval systems are in place for timely and accurate searches and protection of the records; and (e) supports the effective participation of PAHO Member States in WHO Governing Body meetings (World Health Assembly, Executive Board, and Program, Budget, and Administration Committee).

DESCRIPTION OF DUTIES

Under the general supervision of the Deputy Director (DD), and the direct supervision of the Senior Advisor, Governing Bodies (GBO), the incumbent is responsible for, but not necessarily limited to, the following assigned duties:

1. Contribute to the planning, organizing, convening, and reporting on governing bodies (GBO) meetings; ensure the timeliness and quality of publication and distribution of multilingual documents, in accordance with the rules and procedures of the governing bodies;
2. Plan and guide the development of the documents for the meetings of the Governing Bodies, their subcommittees and other special meetings and major conferences, including the following tasks:
   • Create and populate GBOTS with agenda items based on the mandates of the Organization; identify authors/co-authors, managers for each document; establish steps on the workflow and submission date for documents;
   • Provide guidance to authors and co-authors in technical entities and enabling departments on standards for producing governing bodies documents;
   • Manage the roster of external editors of GBO, distribute the work among them, monitor the quality of the work delivered, inform them on updates of the Organization’s editorial guidelines, update the roster and provide guidance to new editors;
   • Review documents to ensure compliance with PAHO editorial guidelines; review translations in all four official languages of the Organization. Oversee document services for Governing Bodies meetings and their translation into the official languages of the Organization (English, Spanish, French and Portuguese); edit drafts of resolutions;
   • Ensure the production of the final reports and official records of Governing Bodies meetings, including those of the Directing Council, Executive Committee, Subcommittees, and any other special meetings of GB;
   • Translate short texts, to add to or adjust documents already officially translated but for which time constraints do not permit re-contracting out for translation services;
   • Coordinate the corollary processes involved in preparing and delivering documents for the Governing Bodies, and act as liaison with the staff of the services involved, including translation services, internet services, print shop, and mail room;
   • Initiate draft agendas for the Governing Bodies and their subcommittees;
3. Coordinate with language services the planning, submission, translation, and delivery of documents for governing bodies meetings and any other special meetings organized by GBO;
4. Collaborate on the preparation of workshops for authors of documents for Governing Body meetings;
5. Collaborate on the maintenance of the historical records of PAHO’s governing bodies, its deliberations and actions, and ensure effective retrieval systems are in place for timely and accurate searches and protection of the records;
6. Ensure timely responses and the smooth flow of work related to administrative activities; coordinate actions with support staff assigned to the documentation team;
7. Supervise support staff assigned to the documentation team; identify and supervise all seconded and contractual conference staff; review and conduct performance assessments;
8. Perform other related duties, as assigned.

REQUIRED QUALIFICATIONS

Education****:

Essential: A bachelor's degree in languages, communication, liberal arts, international relations or any other field related to the functions of the position, from a recognized university.

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 national and international experience in production, revision, and editing of documents, reports, and complex texts.

Desirable: Experience with planning and organizing international conferences, and working with intergovernmental bodies or UN agencies 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: 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: 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: 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: Manages stress positively; remains positive and productive even under pressure; does not transfer stress to others. Seeks feedback to improve knowledge and performance; shows self- awareness when seeking and receiving feedback; uses feedback to improve own performance. 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: 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.
• Moving forward in a changing environment: Suggests and articulates effective and efficient proposals for change as needed when new circumstances arise. Quickly and effectively adapts own work approach in response to new demands and changing priorities. Is open to new ideas, approaches and working methods; adjusts own approach to embrace change initiatives.

Technical Expertise:

• Theoretical and practical knowledge of the principles and practices of writing for formal multilingual publications.
• Excellent writing, revising and editorial skills, including assessment for style, content, and organization.
• Ability to acquire knowledge and information about a wide range of subject-matter fields, and select, organize, and present information in a manner suitable to the intended audience.
• Ability to establish and maintain effective working relations with people of different nationalities and cultural backgrounds.
• Effective planning and organizational skills; ability to manage multiple issues and tasks in a complex organizational environment and to re-prioritize actions on short notice.
• Ability to prepare clear, concise and complete analyses, proposals, reports and other written materials; maintain accurate records and meet critical deadlines; research and analyze complex problems, evaluating varied information and data, either in statistical or narrative form, and exercise sound judgment within established guidelines.

Languages:

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

IT Skills:

Demonstrated ability to effectively use a computer and utilize software programs such as Microsoft Office Word, Excel, PowerPoint, SharePoint, Outlook, One Drive, Skype for Business and WebEx. Knowledge of editorial and/or translation software would be an asset.

REMUNERATION

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

Us$47,895.00 post adjustment

Post Adjustment****: 50.4% of the above figure(s). This percentage is to be considered as indicative since variations may occur each month either upwards or downwards due to currency exchange rate fluctuations or inflation.

ADDITIONAL INFORMATION

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/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.