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Administrative Assistant II

Lima

  • Organization: WHO - World Health Organization
  • Location: Lima
  • Grade: Administrative support - GS-5, General Service - No need for Higher Education - Locally recruited position
  • Occupational Groups:
    • Operations and Administrations
    • Administrative support
    • PAHO/WHO Representation, Peru
  • Closing Date: Closed

OBJECTIVE 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)
 
PAHO Country Offices are responsible for ensuring that the Pan American Health Organization / World Health Organization (PAHO/WHO) country program of technical cooperation and its country presence provides adequate support to the national health development process and, at the same time, enables the country/ies to shape the sub regional, regional, and global health agendas. The PAHO/WHO Country Office is the basic organizational unit for technical cooperation with the country/ies, drawing on PAHO/WHO resources from all levels and all parts of the Organization.
 
DESCRIPTION OF DUTIES
Under the direct supervision of the Subregional Program Coordinator, the incumbent is responsible for, but not necessarily limited to, the following assigned duties\:
  1. Provide administrative support for the implementation of the program of work of the Subregional Coordination in South America (SPC-SAM);
  2. Provide administrative support to  the technical advisors in  the control of all administrative activities required to effectively and efficiently implement the SPC-SAM Project targets within established timeframes, including budgeting, finance,  human resources, procurement, and travel activities;
  3. Generate standard reports as needed from the PASB Management Information System (PMIS) on project activities, budgetary allocations and expenditures; proactively initiate and execute administrative actions to ensure effective delivery of services  using the appropriate internal mechanisms;
  4. Assist in the coordination of the logistical and operational processes and activities;
  5. Prepare routine correspondence on own initiative or from verbal or written instructions and finalize for signature; prepare draft translations of correspondence and other documents; review, proofread and recommend revisions to correspondence and other material; ensure that they are clear, accurate in content and in accordance with the Organization’s standards and policies;
  6. Establish and maintain files and controlled reference material; conduct research of files, reports, and other sources to obtain material requested; compile summaries as required;
  7. Assist with travel arrangements for project staff, including assistance with spend authorizations and expense reports, checking visa requirements and performing other travel related functions;
  8. Assist in the compilation of data and preparation of reports for the Biennial Work Plan (BWP) and the semiannual program of work;
  9. Perform other related duties, as assigned.
REQUIRED QUALIFICATIONS
 
Education\:
Essential\: High school diploma.
 
Desirable\: Training in business administration 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 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\:  http\://www.whed.net/.  PAHO will also use the databases of the Council for Higher Education Accreditation http\://www.chea.org/search/default.asp 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\: Five years of administrative work experience related to project management activities.
 
SKILLS\:
PAHO Competencies\:
  • Intrainstitutional Action\:  Displays, through behavior, understanding of PAHO's values and mission. Seeks information on and acts with understanding of the Organization's expectations while advancing further the understanding and application of it's policies.  Shows interest and concern for the activities related to his/her work in conjunction with the mission, values, vision and policies of the organization. Behaves consistently in accordance with the Code of Ethics of the Organization.
  • Teamwork\:  Encourages team members, adds significant contribution when participating in internal and external work teams, and leads through personal example the virtues of team success--collaboration, trust, transparency and joint responsibilities.  Builds and maintains mutually beneficial productive interpersonal relations based on trust, inside and outside the Organization.  Keeps every team member informed as well as shares relevant and useful information. 
  • Service Orientation\:  Follows through on the client inquiries, requests and complaints. Keeps client up-to-date about progress of projects. Monitors client satisfaction.
  • Information Management\:  Verifies that relevant information is obtained, processed, selected, and disseminated in area of work. Acquires the training to utilize technologies for processing information relative to the area of work in a logical and organized manner, which facilitates the dissemination of information, resulting in information that is consistent, valid and accurate. Keeps abreast of latest technologies for processing the information relevant to the area of work, and weighs its advantages/disadvantages.
  • Administrative support for technical cooperation interventions\:  Searches for and furnishes relevant information about resource allocation and deadlines, potential critical points, risks and benefits, and other related aspects of  available options to provide support for the technical cooperation teams.
  • Continuous Learning\:  Looks for and takes advantage of all opportunities to share knowledge and sources of learning with colleagues and staff across the Organization.  Is always willing to share with others new knowledge.  Is able to apply the Organization's best practices or any other institution's best practices.  In many occasions shares with others his/her knowledge about best practices beyond their area of work.
  • Accountability\:  Accurately and objectively provides information, as required, on one’s activities.  Prepares accurate and objective reports on one’s activities and partial/final results.  Can account for each of the specific tasks of one’s work.  
Technical Expertise\:
  • Ability to write/originate routine correspondence and reports in English and Spanish.
  • Skills in planning, organizing, problem-solving, and decision-making of office management processes.
  • Ability to research, analyze and organize information in order to prepare charts, graphics, reports, etc.
  • Ability to plan, organize, coordinate and carry out administrative processes such as\: maintenance of expenditure records, preparation of statistical or periodic reports, etc.
  • Ability to prepare working translations from Spanish to English and vice versa.
  • Ability to organize, and carry out administrative processes such as\:  meetings, acquisition of supplies and equipment, preparation of reports, etc.
  • Ability to coordinate, monitor and control administrative services involving the allocation of work, developing/adjusting operational procedures, evaluating priorities, coordinating and supporting internal day-to-day activities, etc. 
Languages\:
Very good knowledge of Spanish and English.
 
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.
 
REMUNERATION
Annual Salary\: (Net of taxes)
S/. 99,212.00 Nuevo Sol
 
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 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 Perú are open to Lima metropolitan area residents only.  Candidates must be Peruvian citizens or be a permanent legal resident in the country.
 
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 document for organizational purposes.
This vacancy is now closed.
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