Assistant to the Chair of the Permanent Council – 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 been administered language proficiency exams by the DHR in at least two of the official languages. Nevertheless:  

(i) Any candidate, including a 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; and

(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 in a second official language within the 36 months following the appointment. 
(iv) During all steps of the recruitment and selection process, a candidate for a position in the General Secretariat shall demonstrate proficiency in at least one official language of the Organization.

(v) During all steps of the recruitment and selection process, the application of language requirements shall be guided by the principles of merit, equitable geographic representation, proportionality, and non-discrimination. The lack of proficiency in a second language should not be grounds for elimination during the recruitment and selection process.  

(vi) Persons applying for positions in the Offices of the General Secretariat in the Member States shall demonstrate proficiency in the official language(s) of the Member State.

(vii) When the native language of the candidate is not one of the four official languages of the Organization, the candidate shall be required to sit a proficiency examination administered by the DHR in at least two of the official languages.

The salary for this position corresponds to Grade G06, Step 1, in accordance with Staff Rule 103.3 Initial Salary:

(a) A staff member on initial appointment shall be placed in the first step of the grade of post, without exemption.

(b) This rule does not apply to a staff member who is already employed by the General Secretariat and is selected, promoted, demoted, reassigned, or otherwise transferred to a different post. In such cases, salary shall be determined in accordance with the applicable provisions of these Staff Rules.                
        
DUTIES AND RESPONSIBILITIES:
This is a support-type position providing administrative, program and/or technical assistance. (Note: these responsibilities and expected results are standardized, and are not necessarily performed by all staff members sharing this job title): The Assistant to the Chair of the Permanent Council is responsible for duties which include the following:

1.    Take full responsibility for the efficient organization and functioning of the Office of the Chair of the Permanent Council, including but not limited to the implementation of GS/OAS administrative rules, regulations, procedures and practices, and coordinating work activities with other support staff, if any, in consultation with his/her supervisor.
2.    Provide information on issues based on background material; researching and providing background documentation/information in anticipation of the Chair and/or Supervisor’s questions and information needs, identifying and highlighting issues in documents requiring action by the supervisor and/or other staff in the area of work; ensuring that target dates and deadlines are met, reminding the Supervisor, professional and support staff of such, ensuring that correspondence and queries are responded to in a timely manner, as well as verifying that outgoing correspondence is presented in accordance to GS/OAS style and quality standards prior to submitting for signature and clearance as appropriate; ensuring that technical reports and documents are in line with OAS standards, rules, and practices, editing and correcting them as necessary.
3.    Perform secretarial duties, including drafting general or administrative correspondence on own initiative or on the basis of instructions, and finalizing correspondence; preparing Letters and Memoranda of Agreement and preparing presentations using Power Point and other software packages, including but not limited to quarterly, semi-anual and anual reports of the Permanent Council, and its Subsidiary Organs; developing and maintaining databases and lists; requesting information from other areas within and outside the Office, and agencies and institutions as instructed.
4.    In coordination with the Administrative Management Section (AMS), prepare administrative forms and actions for the obligation of funds, contract, purchasing of materials and supplies and process payments including monitoring funds availability for activities, projects/ programs as it relates to the OSGAPC, ensuring compliance with rules and regulations and that all financial records/files are complete and maintained up to date.
5.    Maintain and/or ensure that the area of work filing system is maintained on a regular basis and in a timely manner, ensuring that all technical documents are available, controlling access to confidential documents, and obtaining relevant documents as required.
6.    Organize and/or oversee organization meetings, workshops, seminars, etc., as requested by the Chair of the Permanent Council., e.g. drafting agenda, list of participants, letters of invitation, ensuring that briefings and participants' files are prepared and readily available, meeting rooms are reserved, travel arrangements and reservations are processed in due time, etc; attending meetings to take notes and drafting minutes when required; during meetings, to provide or ensure that secretarial support is available;
7.    During meetings of the Permanent Council and its committees provide secretarial support to Committee Secretaries by taking detailed notes and updating the language of draft resolutions in situ.
8.    Screen and receive visitors and telephone calls with tact and discretion, coordinating the daily agenda of the Chair of the Permanent Council, answering queries and/or redirecting visitors/callers with diplomacy and courtesy, obtaining background information on the purpose of appointments.
9.    Convene and coordinate staff meetings and ad hoc meetings, including preparing and circulating agenda with background information, as appropriate, attending meetings and drafting minutes.
10.    Provide administrative and logistical support to activities of the Office of the Chair of the Permanent Council and the OSGAPC, including coordination with the Office of Protocol, DCMM and AMS for events, supplies, materials and ceremonial needs as required.
11.    Within the delegated authority, summarize and/or adapt administrative guidelines and procedures for use in the area of work, monitoring their implementation and providing regular briefings and guiding and advising staff at all levels on all aspects of such, researching and verifying background information, as needed.
12.    Provide administrative and technical support to programs and events with the participation of the Chair of the Permanent Council such as the MOAS Program and the celebration of Inter-American Weeks for afro descendent and indigenous peoples.
13.    Support in the selection of interns, orientation and guidance, making sure equipment and materials for their sessions are available and set up and follow up on assignments.
14.    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.
15.    Perform other related duties as assigned, including replacing and backstopping for others backstopping for others.

QUALIFICATIONS:

EDUCATION & EXPERIENCE:  
Essential: High school or technical/commercial training complemented by secretarial training resulting in a diploma and seven years of relevant experience OR advanced training and five years of relevant experience.

Desirable: Experience or knowledge of the OAS mandate and priorities as related to the area of work and/or the dynamics of the Inter-American agenda and system. Ability to make notes and draft minutes of meetings.

COMPUTER SKILLS: Ability to effectively work using Microsoft Office (e.g. Word, Excel, PowerPoint, Outlook, and other applications such as Oracle, Visio, Access, Share Point) and software applicable to the area of work.

LANGUAGES:
Essential: Proficient in at least two of the following languages: English, French, Portuguese, and Spanish (read, write and communicate). The selected candidate must satisfy the applicable language-proficiency examination requirements under Article 44(f) of the General Standards, including passing the required DHR-administered examination in a second official language within the applicable timeframe. The lack of proficiency in a second language should not be grounds for elimination during the recruitment and selection process.  

Desirable: Working knowledge of other two OAS official languages.

PERSONAL COMPETENCIES: Client Orientation, Knowledge Sharing, Teamwork, Interpersonal Skills. Ability to clearly communicate in the languages required for the post.

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

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