Administrative & Finance Technician 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)

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 countries to shape the subregional, 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 general supervision of the Administrator, and the direct supervision of the Advisor, Pharmaceutical Supply Management (PROMESS), the incumbent is responsible for, but not necessarily limited to, the following assigned duties:

1. Provide administrative and financial support for the coordination and administration of the Pharmaceutical Supply Management (PROMESS) project; coordinate all the administrative activities, including but not limited to budget, finance, procurement, inventory and assets tracking, and general administrative support;
2. Prepare the annual operational budget for PROMESS funds and other extra-budgetary funds in accordance with established regulations and procedures; assist in the registration and distribution of all funds from the sales of medicines and voluntary contributions assigned in PMIS for the project; verify the execution of funds in accordance with the approved budget plan; establish and monitor expenditures; request allotment revisions and perform monthly reconciliation between revenues and allotment revisions; generate standard financial reports; prepare allotment analyses and projections;
3. Process all operating expenses and prepare requests for payment for service contracts and purchase orders;
4. Provide information for audits and collaborate in preparations for audit visits; support implementation and monitoring of audit recommendations;
5. Prepare and submit requests for price quotations through the Procurement Team in the Office; analyze offers for price reasonableness, adequacy of material offered and acceptability of terms and conditions of the solicitation, including delivery date and shipping requirements. Prepare local purchase orders, contracts and purchase authorizations for goods, services, essential medicines and medical supplies, in accordance with established rules, regulations and procedures; consolidate procurement reports; communicate with counterparts and providers; control and follow-up of the delivery of goods and services. Prepare and maintain all the reports, tables and necessary statistics of imports, purchase orders and contracts by products; maintain a list of key local providers by technical categories (plumber, electricity, refrigeration technician, mechanics technician, etc.);
6. Monitor and plan for the delivery of supplies, equipment and medicines; prepare the necessary documentation for customs clearances of shipments of medicines, medical supplies, perishable goods, materials and equipment, in accordance with established procedures; monitor disposal of use and/or maintenance of supplies and equipment; monitor the agreements for the storage of medicines and medical supplies; prepare letters and invoices to solicit payment of storage fees to PAHO/WHO partners;
7. Coordinate the general service support functions; ensure provision of services for PROMESS, including: communication, transportation, cleaning, building maintenance, vehicles maintenance, warehouse, security, inventory and disposal; develop a follow-up system for inspection and maintenance for pest control, service of fire extinguishers, air conditioner, forklift, incinerator and maintenance of generators and cold rooms; supervise driver, cleaning and sub-contracted security and maintenance personnel to provide effective services for PROMESS activities; coordinate all activities related to the PROMESS filing and archive system;
8. Ensure the adequate utilization of official vehicles assigned to the project in accordance with the Organization’s rules and regulations; administer the fuel coupons and prepare monthly expenditure report;
9. Act as PAHO security focal and contact point for PROMESS, in coordination with the Administrator;
10. Provide administrative support to the Advisor, PROMESS; organize logistics support for meetings; prepare correspondence on own initiative or from verbal instructions; assist in the preparation of reports; assist in the revision of administrative procedures and guidelines, and performance indicators of PROMESS and the program statistics;
11. Assist the PROMESS Advisor in the preparation of job descriptions and terms of reference for local assignments; assist staff members on administrative procedures related to annual leave, sick leave, and health insurance benefits; follow up the preparation and submission of performance evaluations for staff members in the PROMESS team; ensure completion and submission of annual appraisals to the HR Technician in the Country Office;
12. Provide first level supervision to the administrative team, establish clear work objectives, conduct timely effective performance appraisals; prepare the personnel's overtime requests and submit them to the HR Technician in the PWR Office; maintain a calendar for tracking leave and vacation pay of employees; review it with management and submit the information to the HR Technician;
13. Monitor on a daily basis, through the wireless system and website ‘Smartank’ the fuel consumption and current level in the fuel tanks that feeds the electric generators; maintain a minimum reserve and anticipate/request replenishment in a timely manner from established fuel suppliers;
14. Perform other related duties, as assigned.

REQUIRED QUALIFICATIONS

Education:

Essential: Certificate of completion of high school.

Desirable: Specialized training at the college, university, or business school level with emphasis on administration or finance 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/ 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 experience in administrative work related to project management activities, including experience in financial and budgetary operations.

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 other/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: Express oneself clearly when speaking/Listen/Write effectively/Share knowledge - Foresees communication needs of audience and targets message accordingly. Facilitates open communication; encourages others to share their views openly and takes time to understand and consider their views. 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.
• Knowing and Managing Yourself: Remain productive/Continuously learn - Remains objective and focused even in a “changing and moving” environment; continues to display positive behavior when facing some constraints; keeps challenges in perspective. Seeks all relevant information for decision making from a wide range of sources; quickly learns new competencies and skills that expand role capability; shows rapid understanding of new and/or complex information relevant to job.
• 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. Demonstrates positive attitude in working on new projects and initiatives. Demonstrates accountability for own success, as well as for errors; learns from experience.

Technical Expertise:

• Knowledge of accounting principles and practices and ability to analyze financial data and determine related accounting transactions.
• Knowledge of procurement contracting principles and terms, ability to interpret rules and regulations
• Knowledge on International shipping operations activities and customs clearances procedures (incoterms, customs fees, demurrage, Air Way bill, packing list, certificate of analysis).
• Ability to plan, organize, coordinate and carry out procurement processes, involving complex administrative actions, such as monitoring budget and accounting activities, evaluating priorities, recommending adjustments on new internal procedures, and identifying local providers with technical abilities that respond to PROMESS needs and standards.
• Ability to coordinate, monitor and control maintenance/security/administrative services affecting several projects and involving the allocation of work, developing/adjusting operational procedures, evaluating priorities, and coordinating and supporting internal day-to-day activities.
• Proficiency in the use of automated financial accounting systems and specialized mainframe or minicomputer software associated with assigned responsibilities.

Languages:

Very good knowledge of French and working knowledge of English and/or Spanish.

IT Skills:

Demonstrated ability to effectively use current technology and software, as well as Enterprise Resource Planning (ERP). Other IT skills and knowledge of software programs such as Excel, PowerPoint, SharePoint, Visio and Project would be an asset.

REMUNERATION

Annual Salary: (Net of taxes)

1,796,803.00 HTG

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 an ethical organization that maintains high standards of integrity and accountability. People joining PAHO are required to maintain these standards both in their professional work and personal activities.

PAHO/WHO also promotes a work environment that is free from harassment, sexual harassment, discrimination, and other types of abusive behavior. PAHO conducts background checks and will not hire anyone who has a substantiated history of abusive conduct.

PAHO/WHO personnel interact frequently with people in the communities we serve. To protect these people, PAHO has zero tolerance for sexual exploitation and abuse. People who commit serious wrongdoing will be terminated and may also face criminal prosecution.

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 Haiti are open to Port-au-Prince metropolitan area residents only. Candidates must be Haiti 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.