Administrative Assistant II (PHE)

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 objective of the Health Emergencies Department (PHE) of the Pan American Health Organization (PAHO/WHO) is to increase health sector resilience to emergencies and disasters. PHE assists Member States to strengthen the health sector’s capacities in prevention, risk reduction, preparedness, surveillance, response, and early recovery for emergencies and disasters related to any hazards (natural, man-made, biological, chemical, radiological and others) and, when national capacities are overwhelmed, to lead and coordinate the international health response to contain disasters, including outbreaks, and to provide effective relief and recovery to affected populations. PHE is responsible for ensuring the implementation and updating of the PAHO/WHO Institutional Emergency and Disaster Response Policy.

DESCRIPTION OF DUTIES

Under the direct supervision of the Subregional Advisor, Health Emergencies (Central America) (PHE/HEO), and the general supervision of the Administrative Officer, Health Emergencies Department (PHE/HEO), the incumbent is responsible for, but not necessarily limited to, the following assigned duties:

1.Perform administrative support functions; provide direct administrative support to the Subregional Advisor, Health Emergencies as necessary; maintain calendar of appointments and deadlines; assist in coordinating the overall administrative support functions within PHE's decentralized subregional office;

2.Assist in the implementation of PAHO’s disaster and emergency response operations, as assigned, including emergency deployments, recruitment of staff and contingent workers, and procurement, in alignment with the Organization’s established special emergency procedures (SEPs); serve as a member of PHE’s pool of administrative assistants who are available for surge capacity for response operations;

3.Prepare routine correspondence in English and Spanish; draft articles, reports, technical documents, charts, and a variety of correspondence involving the use of technical terminology to ensure accuracy and conformance to PAHO style; prepare agendas and other material for use on official trips or special meetings;

4.Assist in the preparation of 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 on the submission of reports and correspondence in order to meet established deadlines;

5.Assist in logistical and operational processes and activities within PHE's decentralized subregional office, as well as with other offices throughout the Organization;

6.Prepare correspondence on own initiative or from verbal instructions, for signature; prepare draft translations of correspondence and other materials from English into Spanish and vice versa; proofread for style, punctuation, grammar, spelling and adherence to the Organization’s standards and policies; recommend revisions to correspondence and other documents to ensure that they are clear and accurate in content;

7.Assist in the coordination, preparation and implementation of internal and external meetings, conferences, seminars, or other events, including virtual events/meetings; prepare correspondence and documentation as needed;

8.Brief and train new staff on administrative procedures and practices and give guidance, as required;

9.Establish and maintain electronic files and controlled reference material; conduct research of files, reports, and other sources to obtain material requested and, when necessary, compile summaries;

10.Initiate and monitor the status of documentation for the appointment and recruitment of professional and general service staff, consultants, short-term professionals and contractors, and carry out the necessary steps in the PASB Management Information System (PMIS) to successfully complete HR actions;

11.Initiate HR, budget and finance related actions in PMIS for staff and contingent workers, as requested;

12.Update budget and financial information in the 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;

13.Participate in the implementation of the Project’s Biennial Work Plan (BWP); provide assistance for matters related to the BWP; review and monitor budgetary and financial information in the PMIS system; monitor the status of budgetary execution and the project’s financial resources in PMIS and other databases, reporting any issues to their teams; verify the execution of funds in accordance with the approved budgetary allocations;

14.Assist in organizing travel arrangements for the department and support advisors and contingent workers when needed by obtaining concurrence, airline tickets, security clearance; gather and validate relevant background information for duty travel; assist with all necessary processes in PMIS, including spend authorization, purchase of airline tickets and expense reports;

15.Create requisitions and purchase orders in PMIS and process payments to suppliers;

16.Perform other related duties; including backstopping for other administrative team members, 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.PAHO, considers higher educational qualifications obtained from an institution accredited/recognized in one of the following databases:

World Higher Education Database (WHED), 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/

Council for Higher Education Accreditation http://www.chea.org/search/default.asp

College Navigator, found on the website of the National Centre for Educational Statistics, https://nces.ed.gov/ college navigator to support the validation process.

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

Experience:

Essential: Five years of administrative work experience.

Desirable: Two years of experience in an international organization 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 / 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:

·Proficiency in the use of computer software in accordance with assigned responsibilities.

·Ability to write/originate routine and non-routine correspondence and reports in English and Spanish.

·Ability to prepare working translations.

·Ability to plan, organize, coordinate, and carry out administrative processes such as:meetings, recruitment of staff, 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 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 work independently and under pressure.

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

Monthly Salary: (Net of taxes)

$ 2,292.67 (Salary is non-negotiable)

ADDITIONAL INFORMATION

·This vacancy notice may be used to identify candidates to fill other similar short-term general services positions, at the same grade level.

·Candidates will be contacted only if they are under serious consideration. A written test and/or interview will be held for this position as a form of screening.

·The post description is the official documentation for organization purposes.

·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 misconduct.

·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 is a smoke-free environment.

·Applications from women and from nationals of non and underrepresented Member States are encouraged.

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

·Administrative/support positions in Panama City, Panama are open to Panama City, Panama metropolitan area residents only. Candidates must be Panama citizens or be a permanent legal resident in the country.