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Administrative Assistant III

Washington D.C.

  • Organization: WHO - World Health Organization
  • Location: Washington D.C.
  • Grade: Administrative support - GS-6, General Service - No need for Higher Education - Locally recruited position
  • Occupational Groups:
    • Operations and Administrations
    • Administrative support
    • Procurement and Supply Management
  • Closing Date: Closed

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 Department of Procurement and Supply Management (PRO) processes a wide range of procurement and contracting actions in support of health related activities and administrative support requirements for Country Departments, Centers and Headquarters Departments.  PRO also processes procurement actions in support of PAHO/WHO Regional Departments.
 
DESCRIPTION OF DUTIES
Under the direct supervision of the Director, Procurement and Supply Management (PRO) the incumbent is responsible for, but not limited to, the following assigned duties\:
  1. Perform secretarial functions, including but not limited to maintaining the Department Director’s agenda, place and answer telephone calls, handle those of routine nature or forward the call to the corresponding Department(s), receive visitors, maintain the calendar of appointments and deadlines; prepare routine correspondence in English and Spanish; drafts, articles, reports, charts, and a variety of correspondence involving the use of procurement terminology; review all outgoing correspondence to ensure accuracy, correct spelling and punctuation and conformance to established practices and procedures; handle confidential and sensitive matters with great discretion; prepare agendas and other material for the Department Director for use on official trips or special meetings; establish the purpose requests to speak to the Department Director and determine which requests can be handled by self or other Department Teams;
  2. Assist in the preparation of procurement presentations 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 presentations and correspondence in order to meet established deadlines;
  3. Review all incoming correspondence which requires action by the Department Director; review it for substance, identify urgent matters and ensure that these are handled expeditiously; determine which can be answered by specific Team personnel; gather necessary background documentation for correspondence requiring action by the Department Director; make recommendations regarding the appropriate action to be taken; monitor that deadlines for responses are met; follow up with various Team personnel and other organizational components on the submission of reports and correspondence;
  4. In the absence of the Department Director, collaborate with the Acting Department Director in matters related to the everyday activities of the Department; follow up on administrative and programmatic actions resulting from duty travel of the Department Director;
  5. Serve as liaison regarding logistical and operational processes and activities between the Department Director and staff in the Department, as well as with other Departments throughout the Organization; communicate procedures to be followed for meetings of Governing Bodies, Advisory Committees, etc.;
  6. Prepare correspondence on own initiative or from verbal instructions for signature of the Department Director; prepare draft translations of correspondence and other materials from English into Spanish and vice versa;
  7. Review all outgoing correspondence requiring the official signature; 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;
  8. Coordinate the administrative services of the Department, distributing special assignments to other administrative support staff; brief and train new staff on administrative procedures and practices and give guidance, as required;
  9. Provide administrative support for the Performance Planning and Evaluation System (PPES) process of staff, including the scheduling of meetings and sending reminders to ensure that staff is working on their respective performance objectives and evaluation;
  10. Establish and maintain physical and electronic files and controlled reference material; maintain the confidential files of the Department; conduct research of files, reports, and other sources to obtain material requested and, when necessary, compiling summaries;
  11. Organize the travel plans and make necessary arrangements, including obtaining concurrences, airline tickets, required visas, hotel reservations, travel authorizations and travel claims; prepare and assemble background materials required for duty travel;
  12. Monitor the status of key personnel actions and follow up on staff reassignments and hiring of temporary staff, as needed; assist in the administrative process for the recruitment and selection of  staff in the Department; initiate and/or approve HR related actions in the corporate information system for staff and contingent workers; serve as PRO HR Partner in the PAHO Management Information System (PMIS);
  13. Assist the Department Director and staff in the planning, compilation and preparation of the PRO Biennial Work Plan (BWP), allocation of funds; monitor the financial implementation of the BWP; serve as the PRO Finance Partner in the PMIS;
  14. Perform other related duties, including backstopping for other PRO team members, as assigned. 
REQUIRED QUALIFICATIONS
 
Education\:
Essential\:  Certification 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.  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\:  Six years of administrative work experience.
 
Desirable\:  Procurement experience within an ERP environment would be an asset.
 
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 its 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. 
  • Administrative Support to 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. 
  • External Action\:  Establishes and maintains identifiable, results-oriented mutually beneficial productive relations and partnerships with counterparts in other institutions and sectors. Able to sustain working relationships with people in other institutions. 
  • Communication\: Establishes and proactively engages in productive dialogues in one’s work inside and outside the Organization and assists in the building of consensus. Seeks to share information with others within the organization, both face to face and through communication and information technology systems as appropriate.
  • 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 and nonroutine 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 supervise, including skills in planning, organizing, evaluating, problem-solving and decision-making of Department management matters.
Languages\:
Very good knowledge of Spanish and English.
 
IT Skills\:
Demonstrated high proficiency with software programs such as Microsoft Word, Excel, PowerPoint, Outlook and SharePoint. Other IT skills and knowledge of other software programs such as Visio, and Project will be an asset. 
 
REMUNERATION
Annual Salary\: (Net of taxes)
US $ 50,532.00
 
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 Washington, D.C. are open to Washington, D.C. metropolitan area residents only. Candidates must be U.S. Citizens or hold a Permanent Resident Alien card (Green Card).
 
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 documentation for organizational purposes.
This vacancy is now closed.
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