General Services Assistant I

Contract

This is a G-4 contract. This kind of contract is known as General Service and related categories. It is normally only for nationals. It usually requires 4 years of experience, depending on education. More about G-4 contracts.

O****BJECTIVE 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) General Services Operations (GSO) provides building infrastructure and office logistics services at Headquarters in support of PAHO/WHO programs, including general supervision of premises acquisition and disposal, building facilities and maintenance, management of fixed assets, office supplies and equipment, transportation, coordination of conference facilities and interpreters. GSO also serves as PAHO/WHO’s security focal point within the UN security system.

DESCRIPTION OF DUTIES Under the general guidance of the Director, General Services Operations (GSO) and the direct supervision of the Administrative Officer (GSO), the incumbent is responsible for, but not necessarily limited to, the following assigned duties: 1. Register new PAHO assets in PMIS and affix the corresponding inventory barcode number; 2. Assist in the administrative control of the asset management; maintain accurate asset management files; 3. Maintain asset PMIS records and produce periodic reports with the actual location of assets; 4. Follow up on recovery of assets from personnel who are relocating or separating from the Organization; 5. Coordinate temporary custody and subsequent disposal of returned obsolete assets in close cooperation with ITS department and/or the facility management company; 6. Test required changes in asset-related business processes and confirm the results of such tests to ITS for implementation, in collaboration with the supervisor; 7. Update regularly and ensure the accuracy of asset-related Job Aids, How-to Videos and Forms; recommend updates to supervisor and implement changes upon approval; 8. Explain procedures and train Business Assets Tracking Specialists (BATS) in the region on asset handling procedures; 9. Provide guidance and support to staff in the Region responsible for business assets tracking and on handling procedures; 10. Provide assistance to the supervisor in the follow up of compliance issues related to asset management; 11. Support the monitoring and periodic review of the asset report to correct any potential compliance issue for HQ departments; 12. Participate in the annual physical verification of assets, mainly in the scanning of items; 13. Provide follow up within the provided tool, of all requests related to asset management; 14. Support management of PAHO archives located in a record management facility and the Virginia Avenue building as follows:

• route and follow up requests to retrieve/return archives.
• deliver archives to requester.
• return archives to respective facility.
• maintain records of archive retrieval and return in respective database;

15. Conduct inspections of PAHO premises and grounds, reporting any issues, and if needed register an SRS for action; 16. Perform other related duties, as assigned.

REQUIRED QUALIFICATIONS

Education: Essential: Certificate of completion of high school. Desirable: Training in asset management. Certification of Advanced Microsoft Excel 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 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: Four years of general office or administrative work experience. Desirable: Experience working in asset management and use of ERP systems 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 - Demonstrates team spirit and actively participates in the work of the team; is supportive towards colleagues. 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/Write effectively - Clarifies quality and quantity needed in achieving set objectives with supervisor and immediate colleagues. Listens attentively and does not interrupt other speakers. Produces simple and clear written messages with few, if any, grammatical and spelling errors (e.g., e-mails, memos, letters, correspondence. Knowing and Managing Yourself: Remain productive/Manage stress / Continuously learn - Stays productive when given new directions and remains focused despite competing demands. Manages stress positively; remains positive and productive, even under pressure and/or in challenging circumstances. Identifies areas for acquiring new knowledge and learns new tasks relevant to job. 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. Shows commitment and engagement when completing tasks. Takes responsibility for errors and learns from experience, as appropriate

Technical Expertise: • Word processing in accordance with established standards. • Ability to write/originate routine and non-routine correspondence and reports in English and Spanish. • Ability to plan, organize, coordinate and carry out administrative processes such as: preparation of reports. • Proficiency in the use of computer software in accordance with assigned responsibilities. • Ability to research, analyze and organize information in order to prepare charts, graphics, reports, etc.

Languages: Very good knowledge of English and Spanish.

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) US$40,923.00

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 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.