Administrative Assistant I

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)

The Pan American Health Organization (PAHO) Investigations Office is responsible for undertaking independent, objective, and timely investigations into allegations of wrongdoing by people who work for PAHO, or individuals, organizations or companies that have business dealings with PAHO. These investigations are strictly limited to and carried out within the legal and administrative framework of the Organization. The goal of the Investigations Office is to provide Management with the factual basis upon which to make informed decisions regarding alleged misconduct. The Investigations Office contributes to the good governance of PAHO by protecting the integrity and reputation of the Organization.

DESCRIPTION OF DUTIES

1. Under the direct supervision of the Investigations Advisor, and the general supervision of the Chief Investigator (INV), the incumbent is responsible for, but not necessarily limited to, the following assigned duties:
2. Prepare written documents in English and in Spanish by typing reports, completing forms and a variety of other correspondence using standard office computer software. This includes drafting, editing and reviewing text for accuracy, correct grammar and spelling, and logical presentation of information;
3. Write memos and official organizational correspondence in English and in Spanish on own initiative or from verbal or written instructions and finalize for signature; prepare draft translations of correspondence; 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;
4. Assist in the coordination, preparation and development of internal and external technical meetings, conferences, seminars, workshops, and activities 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.;
5. Provide administrative support related to updating PMIS for the Biennial Work Plan (BWP), including updating activities and tasks, tracking of achievements of milestones;
6. Organize travel plans and make necessary arrangements for Office personnel, including obtaining airline tickets, required visas, hotel reservations, spend authorizations and travel claims; prepare and assemble background materials required for duty travel;
7. Maintain a record of program planning, execution and financial status of the Office’s budget and financial information in PMIS and in an internal database; monitor the status of budget execution and financial resources;
8. Revise, update and improve the website for the Office on the Organization’s Intranet websites;
9. Perform other related duties, as assigned.

REQUIRED QUALIFICATIONS

Education:

Essential: Certificate 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/ 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: Four years of general office or administrative work experience.

SKILLS:

PAHO Competencies:

• Overall attitude at work: Maintains integrity and takes a clear ethical approach and stance; demonstrates commitment to the Organization’s mandate and promotes the values of the Organization in daily work and behavior; is accountable for work carried out in line with own role and responsibilities; is respectful towards, and trusted by, colleagues and counterparts.
• Teamwork: Collaborate and cooperate with others - Demonstrates team spirit and actively participates in the work of the team; is supportive towards colleagues.
• Respecting and promoting individual and cultural differences: - Relate well to diversity in others and capitalize on such diversity. Treats all people with dignity and respect. Relates well to people with different cultures, gender, orientations, backgrounds and/or positions; examines own behavior to avoid stereotypical responses; considers issues from the perspective of others and values their diversity.
• Communication: Express oneself clearly when speaking/Write effectively - Clarifies quality and quantity needed in achieving set objectives with supervisor and immediate colleagues. Listens attentively and does not interrupt other speakers. Produces simple and clear written messages with few, if any, grammatical and spelling errors (e.g., e-mails, memos, letters, correspondence.
• Knowing and Managing Yourself: Remain productive/Manage stress / Continuously learn - Stays productive when given new directions and remains focused despite competing demands. Manages stress positively; remains positive and productive, even under pressure and/or in challenging circumstances. Identifies areas for acquiring new knowledge and learns new tasks relevant to job.
• Producing Results: Work efficiently and independently/Deliver quality results/Take responsibility - Prioritizes work and makes planning/Organizational adjustments as necessary; seeks clarification from supervisor on timelines, as needed. Uses feedback and inputs from supervisor to achieve results. Produces quality results and has frequent discussions with supervisor to achieve results. Is action-oriented and sees tasks through to completion. Shows understanding of own role and responsibilities in relation to expected results. Solicits and accepts direction and guidance from supervisor and team members and takes responsibility for own work and actions, as appropriate. Shows commitment and engagement when completing tasks. Takes responsibility for errors and learns from experience, as appropriate.

Technical Expertise:

• Word processing in English and Spanish in accordance with established standards.
• 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, 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.
• The work environment is governed by confidentiality and sensitivity toward the matters reviewed and require that the incumbent conduct him or herself at all times with the utmost discretion, tact, impartiality, and courtesy.

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, Outlook and SharePoint. Other IT skills and knowledge of social media or other software programs such as Visio and Project would be an asset.

REMUNERATION

Annual Salary: (Net of taxes)

USD $39,426.00

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.

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.