Emergency Administration Specialist
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 objective of the Health Emergencies Department (PHE) of the Pan American Health Organization (PAHO/WHO) is to increase health sector resilience to emergencies and disasters. PHE assists Member States to strengthen the health sector’s capacities in prevention, risk reduction, preparedness, surveillance, response, and early recovery for emergencies and disasters related to any hazards (natural, man-made, biological, chemical, radiological and others) and, when national capacities are overwhelmed, to lead and coordinate the international health response to contain disasters, including outbreaks, and to provide effective relief and recovery to affected populations. PHE is responsible for ensuring the implementation and updating of the PAHO/WHO Institutional Emergency and Disaster Response policy.
DESCRIPTION OF DUTIES
Under the direct supervision of the Unit Chief, Emergency Operations (PHE/EMO), and the second level supervision of the PAHO/WHO Representative, the incumbent is responsible for, but not necessarily limited to, the following assigned duties:
a) Collaborate with the Country Office Administrator to effectively and efficiently implement emergency/disaster response operations within required timeframes; oversee and manage administrative and operational activities related to emergency operations, including budgeting, finance, human resources, procurement, and travel activities;
b) Collaborate and coordinate with the Country Office Administrator to implement systems, norms and procedures for the administration of the response operation’s human, financial and material resources, as well as for the control and evaluation of such processes; adapt and propose alternatives or modification for standard/non-standard procedures aimed at expediting implementation of response operations;
c) Manage and coordinate with country office (CO) administration, the mobilization of personnel and equipment to the affected areas, long term agreements (LTAs) and memoranda of understanding (MOUs) related to the emergency response;
d) Ensure that PAHO’s emergency standard operating procedures (SOPs) are followed; ensure compliance with the Minimum Operating Security Standards (MOSS) for the response operation;
e) Advise the PAHO/WHO Representation on processes to activate and implement the Special Emergency Procedures;
f) Coordinate with CO Administration in the negotiation of contracts with vendors and service providers to ensure cost-effective, quality, and timely service; carry out and supervise local procurement of goods and services related to the emergency;
g) Coordinate with CO Administration the recording (inventory), disposal and transfer of emergency related assets for the office; evaluate, on regular basis, the inventory status and transactions in the database; report anomalies and discrepancies for timely action;
h) Coordinate with CO administration, the administration of common premises to ensure efficiency, cost effectiveness and timeliness of operations and services, including the needs for office space, housing, equipment and vehices;
i) Liaise with CO Administration regarding financial and administrative matters and ensure that all administrative and financial transactions are properly carried out according to the requirements of PAHO/WHO; administer petty cash or cash advances for emergencies;
j) Support the preparation and negotiation of health emergency donor projects, and their implementation, once approved;
k) Monitor response projects’ budget and financial expenditures and their conformity to the work-plan; process direct payments and advance requests and prepare project budget revisions to be entered into PMIS;
l) Support the preparation of narrative and financial reports for emergency projects for use within the incident management systems and distribution to donors;
m) Perform other related duties, as assigned.
Essential: A bachelor’s degree in business administration, public administration, public relations, finance, economics or in any of the areas related to the functions of the position, from a recognized university.
Desirable: Training in administrative emergency management 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.
Essential: Seven years of combined national and international experience in administration, field operations, program planning, project management, disaster management, program evaluation, finance, budgeting, administration, or a related field.
Desirable: Experience in disaster/emergency management /humanitarian response and working with UN organizations would be an asset.
Key Behavioral 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/Deal effectively with conflict - Creates team spirit; promotes collaboration and open communication in the team; proactively supports others; welcomes team responsibilities and drives team results; promotes knowledge sharing in the team. Proactively identifies conflicts and facilitates their resolution in a respectful manner; tactfully resolves conflicts between or with others and takes action to reduce any possible tension; effectively builds a rapport with individuals and teams, establishing good personal and professional relationships, as well as minimizing risk of potential conflict.
- 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: /Listen/Write effectively/Share knowledge - Writes down ideas in a clear, structured, logical and credible way; drafts and supports the development of guidelines, policies and procedures. Shares relevant information openly and ensures that the shared information is understood; considers knowledge sharing as a constructive working method and demonstrates awareness of the Organization.
- Producing Results: Work efficiently and independently/Deliver quality results/Take responsibility - Prioritizes work, monitors own progress against objectives and adapts plans as required; communicates adjustments as necessary. Acts proactively and stimulates action as needed; handles problems effectively and constructively. Produces high-quality results and workable solutions that meet clients’ needs. Works independently to produce new results and sets own time lines effectively and efficiently. Shows awareness of own role and clarifies roles of team members in relation to project’s expected results. Makes proposals for improving processes as required and takes responsibility for own work and/or actions, as necessary. Demonstrates positive attitude in working on new projects and initiatives. Demonstrates accountability for own success, as well as for errors; learns from experience.
- Ensuring effective use of resources: Strategize and set clear objectives/Monitor progress and use resources well - Sets specific, measurable, attainable, realistic and timely objectives for own team and/or the Organization; systematically analyses and anticipates priority projects for own team and allocates necessary resources to achieve them; identifies the cross-Organizational resources needed for large- scale projects in line with key Organizational objectives. Anticipates foreseeable changes and adapts own and team’s projects in the face of unforeseen circumstances and/ or challenges; creates measures and criteria to monitor progress of overall projects against key Organizational objectives; creates cost-effective solutions for the Organization.
- Theoretical and practical knowledge of managerial principles and practices; proven skills in project management, planning, monitoring, execution and evaluation in an international organization setting.
- Expertise in administration, budget, planning and programming, financial/accounting administration, local and international human resources management, security, travel arrangements, general services, procurement, and other related administrative services and operations.
- Practical knowledge and skills in planning, implementation, budgeting and evaluation of projects; strong analytical, planning and operational and technology skills.
- Ability to meet client/customer/partner/stakeholder needs while working in a disaster environment.
- Excellent organizational and analytical skills, complemented by excellent communication and interpersonal skills combined with the ability to write, speak, and present in a clear and concise, diplomatic, tactful, and courteous manner.
- Ability to work under pressure, manage conflicting information, and ensure proper administrative management of time-sensitive humanitarian funds, including proper monitoring and follow-up with relevant personnel.
Very good knowledge of Spanish or English with a working knowledge of the other language. Knowledge of French and/or Portuguese would be an asset.
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 and Enterprise Resource Planning would be an asset.
Monthly Salary: (Net of taxes)
US$5,176.67 (Salary non-negotiable)
US$3,307.89 This amount is to be considered as indicative since variations may occur each month either upwards or downwards due to currency exchange rate fluctuations or inflation.
- This vacancy notice may be used to identify candidates for other similar short-term positions at the same 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.
- Applications from women and from nationals of non and underrepresented Member States are encouraged.
- All applicants are required to complete an on-line profile to be considered for this post.
- The post description is the official documentation for organization purposes.