Technician – G06

In accordance with paragraph f. of Article 44 of the General Standards, the official languages of the Organization are English, French, Portuguese, and Spanish.  No candidate for a position in the General Secretariat subject to the competition requirement shall be contracted until he/she has passed language proficiency exams administered by the DHR in at least two of the official languages. Nevertheless, i) Any candidate, including staff member whose native language is one of those four languages shall only be required to demonstrate proficiency on an exam in one of the others; and (ii) Persons applying for G-1 and G-2 positions at Headquarters and G-3 driver/clerk positions in those Offices of the General Secretariat in the Member States where the language requirement unduly restricts the recruitment of otherwise qualified staff shall be exempt from this language proficiency requirement for as long as they occupy those positions. Subsequently, in order to be eligible to compete for a higher-level position, any staff member who has benefited from this exemption must demonstrate proficiency in a second official language of the Organization. (iii) A person selected as the best candidate may receive a fixed-term contract, which will be considered to have lapsed in case the person does not pass the required language examination within the 36 months following the appointment.

Duties and responsibilities:

This is a highly skilled, semi-professional work in administrative, technical and program functions. Note: these responsibilities and expected results are standardized, and are not necessarily performed by all staff members occupying this position):

• Provide support in (a) procurement and contracting services; (b) reception of acquired goods, furniture and equipment, and recording in the ERP system; (c) final disposition of goods, furniture and equipment in accordance to rules, regulations and procedures; and (d) administration of property, casualty and business travel insurance programs for Headquarters and filed offices, including but not limited to:

• Analyze purchase requisitions, including but not limited to: ensuring compliance with the GS/OAS rules and regulations; researching catalogues and internet listing; determining most appropriate sources of supply; assessing vendors’ products for price, quality and conditions, delivery deadlines, service and warranty; contacting vendors to ascertain information when necessary; and comparing alternatives vendors and/or available options.

• As delegated, negotiate with suppliers and award purchase orders up to $15,000.

• Advise clients on specifications and products availability and obtain information on purchase conditions from vendors (by telephone, email and/or in person).

• Process all requisitions, entering all required information in the procurement module of ERP system; earmarking and obligating funds; recording specifications, quantities, methods and tine of delivery, etc.; and as necessary obtaining clarification from clients.

• Review and certify invoices for payment and follow-up on pending orders and/or issues, performing credit card purchases and reconciling monthly credit card statements with purchase orders so that payment an be authorized.

• Plan and organize the Office budget execution, including preparing and updating budgetary account control; issuing regular and ad hoc reports, spreadsheets, and providing information on fund project, organization or account balances and financial activities within such funds; preparing and following-up on requisitions, purchase orders receipts, invoices, credit/debit and others; regularly updating financial information regarding source ad destination of funds; verifying that all appropriations, allotments and obligations of the Office are posted correctly in the ERP system.

• Develop and/or update reports, spreadsheets, databases, presentations, etc. using a range of software such as Excel, briefing and/or training others on the use of such as required.

• Actively engage the Performance Evaluation System: Establishing work expectations with the direct supervisor by defining individual annual objectives, participating in ongoing performance conversations, and making sure to have a formal performance evaluation meeting.

• Perform other related duties as assigned, including replacing and backstopping for others.

qualifications:

Education & Experience: 

Essential: High school or technical/commercial training and seven years of relevant experience in similar positions OR advanced training and five years of relevant experience.

Desirable: Experience in the OAS or knowledge of its rules, regulations, and administrative procedures/practices as related to the area of work. Training in procurement, contracting and/or related fields related to procurement with certification, and training in automated financial, contracting or inventory management systems such as Oracle is highly desirable.

Languages:

Essential: Proficient in at least two of the official languages of the OAS (read, write and communicate). Language Examination is required.
Desirable: Working knowledge of other two OAS official languages.

Computer Skills: Ability to effectively work using Microsoft Office (e.g. Word, Excel, PowerPoint, Outlook) and software applicable to the area of work.

Interpersonal Skills: Demonstrated communication skills (verbal and written); tact, discretion and diplomacy; sound presentation skills.

The GS/OAS embraces equality, diversity and inclusion. Thus, the GS/OAS, in accordance with its rules and regulations, is committed to providing equal opportunities in employment, achieving a diverse staff, and will take into account a wide geographic representation, as well as gender equity and equality, in the selection of candidates.

Please note that the mandatory retirement age for staff members at the General Secretariat of the OAS is 65 years. Please note that the mandatory retirement age for staff members at the General Secretariat of the OAS is 65 years.