Executive Assistant

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.

Salary

The salary for this job should be more than 1,500 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 is a requisition 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 sub regional, 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 general supervision of the PAHO/WHO Representative (PWR) and the direct supervision of the Administrator, the incumbent is responsible for, but not necessarily limited to, the following assigned duties:

a) Coordinate all procurement activities, verifying that all transactions are done in accordance with established rules, regulations, and procedures; consolidate reports, communicate with counterparts and providers, control, monitor and follow up on the delivery of goods and services;

b) Coordinate the preparation of the annual procurement plan and monitor implementation;

c) Process, review and analyze local and international purchase requests; prepare purchase orders, contracts and amendments. Review invoices and other procurement or shipping documents and correspondence in accordance with established procedures; prepare requests for quotation, invitations to bid or request for proposals; verify availability of funds; draft Contract Review Committee justification forms, as required and secure necessary approvals; calculate and process tax exemptions, exports licenses, customs clearances, etc.;

d) Submit for approval of PRO, procurement actions that are above the delegation of authority of the PWR;

e) Review offers for price reasonableness, adequacy of material offered and acceptability of the terms and conditions of the solicitation, including delivery date and shipping requirements;

f) Coordinate the customs clearance process of international purchases of perishable materials, household effects, and vehicles, following-up on government procedures for privileges and immunities (franchises, tax exemptions, exports licenses, commitment certificates, etc.) through the Ministry of Foreign Affairs, Ministry of Finance, and Customs Office, etc.;

g) Coordinate the general process of purchase orders; prepare local invoices and prepare them under the Procurement Refundable Systems and the Revolving Fund; maintain payment information up-to-date and generate correspondence; maintain databases and process procurement actions utilizing the procurement system; maintain purchase control files, monitor and follow up on all purchases; close out files after all actions have been completed;

h) Monitor the entry and delivery of purchases, supplies, and equipment; verify condition of goods; initiate requests for insurance claims on lost or damaged goods; process replacement or repair of goods; assist other staff in the Office with any procurement[1]related matter; coordinate logistics of customs clearance of imports.

i) Initiate and/or approve, monitor and report on procurement-related actions in the PASB Management Information System (PMIS);

j) Prepare instructions for day-to-day operations, administrative procedures, etc.; prepare correspondence on own initiative, or from verbal instructions; enter data on computerized system; generate statistical or ad-hoc reports, as requested;

k) Monitor and ensure with technical teams that all purchases made for donation are properly delivered, received and acknowledged; ensure that files of goods purchased for internal use are duly registered in the inventory by General Services;

l) Perform other procurement related duties such as: answer telephone queries from vendors or requisitioners concerning requests for quotations or invitations to bid; maintain control and vendor files and a call-up system to ensure timely action on procurements in process;

m) Create and maintain a database of suppliers in accordance with established procurement guidelines and procedures;

n) Perform other related duties, as assigned.

REQUIRED QUALIFICATIONS

Education****:

Essential: Certificate of completion of high school.

Desirable: Desirable: Training in business administration 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 general office or administrative work experience, including supervisory responsibilities.

Desirable: Administrative experience working in an international environment-including frequent interaction with high level government, executive and other officials- will be considered 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****: Collaborates and cooperates with other/Deals 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****: Relates well to diversity in others and capitalizes 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****: Expresses oneself clearly when speaking/Listens/Writes effectively/Shares 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****: Remains productive/Continuously learns - 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****: Works efficiently and independently/ Delivers quality results/Takes 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 nonroutine correspondence and reports.

– Ability to prepare working translations.

– Ability to plan, organize, coordinate and carry out administrative processes such as: meetings, personnel matters, budget and expenditure records, acquisition of supplies.

– Ability to research, analyze and organize information in order to prepare charts, graphics, reports, etc. – Ability to organize and monitor protocol arrangements in accordance with established standards.

– Knowledge of human resources practices and procedures combined with the ability to explain policies, regulations, standards and established guidelines which form the basis for personnel decisions and actions.

– 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.

– Ability to supervise, including skills in planning, organizing, evaluating, problem-solving and decision-making of office management matters.

Languages:

Very good knowledge of Spanish. Knowledge of English and/or Portuguese would be an asset.

IT Skills:

Demonstrated ability to effectively use current technology and software, as well as Enterprise Resource Planning (ERP). 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)

NIO C$666,182.00

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 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 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 Nicaragua are open to Managua metropolitan area residents only. Candidates must be Nicaragua citizens or be a permanent legal resident in the country.

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 document for organizational purposes.