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Administrative Assistant I

Washington D.C

Description of duties: Under the general supervision of the Unit Chief, Hepatitis, Tuberculosis, and Sexually Transmitted Infections (CHA/HT)), and the direct supervision of the technical advisors to whom assigned, the incumbent is responsible for, but not necessarily limited to, the following assigned duties:a) Type drafts, reports, articles, forms, and a variety of correspondence in English and Spanish using standard office computer software; draft, edit and review text for accuracy, correct spelling, and orderly presentation; b) Prepare correspondence on own initiative or from verbal or written instructions and finalize it for signature; prepare draft translations of correspondence and other documents; format and prepare in final form a variety of documents in English and Spanish; review, proofread and recommend revisions to correspondence and other material for the clearance/signature of the corresponding Advisor, ensuring clarity, accuracy in content, according to the Organization's standards and policies;c) Assist in the coordination, preparation and development of internal and external technical meetings, conferences, seminars, workshops and studies, including: the preparation of agendas, compilation and assembly of background information for documents, publications, and final reports; coordinate logistical arrangements ensuring compliance with staff and participants' travel procedures and practices; provide secretarial/support functions as required; prepare letters of agreement, contracts, collective travel authorizations, letters of invitation, etc.; d) Assist in the preparation of technical presentations, technical reports and articles by reviewing, correcting and/or rewriting texts to improve clarity, conciseness and coherence; e) Perform support functions, including but not limited to: placing and answering telephone calls; receiving visitors; arranging appointments and keeping a calendar of these appointments; locating background material and files; compiling data for the preparation of correspondence and/or reports; assembling correspondence for mailing; etc.; f) Maintain an organized and updated filing system for correspondence, documents, publications, reference materials, etc.; g) Make travel arrangements for staff at Headquarters, as well as country office staff, consultants, and temporary advisors, including preparation of travel authorizations, travel reservations, checking visa requirements and other travel related requirements; h) Provide administrative support related to updating the planning system for the Biennial Work Plan (BWP), including updating activities and tasks, tracking of achievements of milestones; request obligations, etc.;i) Perform other related duties, as assigned. REQUIRED QUALIFICATIONS Education:Essential: High school diploma with formal training in commercial or administrative field.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: Skills: Key Behavioral Competencies Intrainstitutional Action: Acts in a manner that is consistent with the policies the organization must operate within. Consistently conducts oneself in accordance with the Standards of Conduct for the International Civil Service. Conducts in a manner that reflects a behavior that is fair, consistent and equitable. Teamwork: Builds and maintains mutually beneficial productive interpersonal relationships based on trust, within the Organization. Participates willingly, supports team decisions, is a "good team player", does his or her share of the work. Service Orientation: Distributes helpful information to clients. Gives friendly, cheerful service. Administrative support for technical cooperation interventions: Gives information that helps the Organization and the technical cooperation team's point of view. Performs work support from a general perspective and demonstrates an understanding of the complexity reality in which the Organization operates. Continuous Learning: Seeks knowledge and sources of learning with colleagues. Finds new sources of information in order to make a better contribution to the team. Keeps focused on the organizational policies, processes and practices already established. Technical Expertise - Word processing in accordance with establish standards- 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, preparation of reports, acquisition of supplies- Ability to research, analyze and organize information in order to prepare charts, graphics, reports, etc.IT Skills Demonstrated ability to effectively use a computer and utilize software programs such as Microsoft Office Word, Excel, PowerPoint, SharePoint and Outlook. Other IT skills and knowledge of other software programs such as Visio and Project would be an asset. Experience: Four years of general office or administrative work experience. Languages: Very good knowledge of Spanish and English. Additional Information: 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 PERSONAL HISTORY FORM 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 A U.S. CITIZEN OR HOLD A PERMANENT RESIDENT ALIEN CARD (GREEN CARD). This vacancy notice may be used to fill other similar positions at the same grade level. Online applications are strongly encouraged to enable WHO to store your profile in a permanent database. Please visit WHO's e-Recruitment website at: The system provides instructions for online application procedures. All applicants are encouraged to apply online as soon as possible after the vacancy has been posted and well before the deadline stated in the vacancy announcement. WHO is committed to workforce diversity. Any appointment/extension of appointment is subject to WHO Staff Regulations, Staff Rules and Manual. Only candidates under serious consideration will be contacted. Currently accepting applications
Before applying, please make sure that you have read the requirements for the position and that you qualify.
Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.
  • Organization: WHO - World Health Organization
  • Location: Washington D.C
  • Grade: GS-4, General Service - No need for Higher Education - Locally recruited position - Administrative support
  • Occupational Groups:
    • Operations and Administrations
    • Administrative support
    • Operations and Administrations
    • Administrative support
  • Closing Date: 2015-09-18

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