Administrative Assistant II

G5

Contractual Arrangement

Fixed-term appointment

Contract Duration (Years, Months, Days)

One year, First year probationary period. Post of limited duration

Job Posting

Dec 18, 2023, 9:20:11 PM

Closing Date

Jan 9, 2024, 4:44:00 AM

Primary Location

United States-Washington, D.C.

Organization

Regional Revolving Funds

Schedule

Full-time

IMPORTANT NOTICE: Please note that the deadline for receipt of applications indicated above reflects your personal device’s system settings.

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 Regional Revolving Funds Special Program (RRF) comprises two funds – Revolving Fund for Access to Vaccines (RF) and Strategic Fund for Public Health Supplies (SF). The special program is commissioned to facilitate cross-functional integration, collaboration, and optimization of processes and value-added services between the SF and RF to address new and evolving strategic and technical needs of Member States for vaccines and strategic public health supplies. The RF is a technical cooperation mechanism that ensures equitable access to safe, effective, and affordable vaccines through the pooling of vaccine demand from Member States. The SF is a technical cooperation mechanism to improve access to quality-assured, safe, effective, and affordable essential medicines and strategic public health supplies. The RF and SF provide technical cooperation to Member States throughout the supply chain and are central components of PAHO’s strategy to move towards Universal Health.

Description Of Duties

Under the general supervision of the Executive Manager, Special Program,Regional Revolving Funds (RRF), and the direct supervision of the Chief, Strategic Fund for Public Health Supplies (RRF/SF), the incumbent is responsible for, but not limited to, the following assigned duties:

• Perform administrative support functions, including but not limited to coordinating and organizing the appointments and calendar of the Chief, Strategic Fund for Public Health Supplies (RRF/SF); placing and answering telephone calls, handling routine calls or forwarding calls to the appropriate officer(s); receiving visitors; preparing routine correspondence in English and Spanish; drafting articles, reports, technical documents, charts, and a variety of correspondence involving the use of technical terminology; preparing agendas and other material for use on official trips or special meetings;
• Review all incoming correspondence which require action by RRF/SF; identify urgent matters, and ensure that these are brought to the attention of responsible staff; gather and validate background documentation for correspondence requiring action; make recommendations regarding appropriate administrative actions to be taken; follow up with various personnel in the office for the submission of reports and preparation of correspondence to ensure established deadlines are met;
• Assist in the preparation of technical presentations, technical reports and articles by reviewing, correcting and/or rewriting texts to improve clarity, conciseness and coherence; prepare and verify the content of tables, graphs, and charts;
• Serve as liaison regarding logistical and operational processes and activities, as well as with other offices throughout the Organization; communicate procedures to be followed for meetings of Governing Bodies, Advisory Committees, etc.;
• Prepare correspondence on own initiative or from verbal instructions for signature; prepare draft translations of correspondence and other materials from English into Spanish and vice versa;
• Review all outgoing correspondence requiring 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;
• Assist in the coordination, preparation and implementation of internal and external meetings, conferences, seminars, or other events; prepare correspondence and documentation as needed; initiate documents for recruitment of temporary staff and contingent workers for meeting support; assist with travel and visa arrangements;
• Coordinate the administrative services of the office, distributing special assignments to other administrative support staff; brief and train new staff members on administrative procedures and practices and provide guidance as required;
• Initiate and/or approve HR, and finance related actions in the PASB Management Information System (PMIS); approve actions for staff and contingent workers and serve as HR Partner and Finance Partner within entity in PMIS;
• Initiate documentation for the recruitment of consultants, short-term professionals, and contractors and carry out the necessary steps in PMIS to successfully complete HR actions;
• Assist in identifying office processes that could be streamlined, automated or eliminated; collaborate with ITS and other stakeholders to streamline and/or automate tasks as needed;
• Support the team to establish and prepare Standard Operating Procedures (SOPs) and Standard Calendar to achieve consistency in team operations;
• Perform other related duties, including backstopping for other RRF/SF team members, as assigned.

Education

REQUIRED QUALIFICATIONS

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: Five years of 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/Deal effectively with conflicts – Works collaboratively with team members and counterparts to achieve results; encourages cooperation and builds rapport; helps others when asked; accepts joint responsibility for the teams’ successes and shortcomings. Identifies conflicts in a timely manner and addresses them as necessary; understands issues from the perspective of others; does not interpret/ attribute conflicts to cultural, geographical or gender issues.
• Respecting and promoting individual and cultural differences: Relate well with 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 / Share knowledge – Quality and quantity of communication targeted at audience. Listens attentively and does not interrupt other speakers. Adapts communication style and written content to ensure they are appropriately and accurately understood by the audience (e.g., power-point presentations, communication strategies, implementation plans). Shares information openly with colleagues and transfers knowledge, as needed.
• Knowing and managing yourself: Remain productive /Manage stress/Continuously learn – Remains productive even in an environment where information or direction is not available, and when facing challenges; recovers quickly from setbacks, where necessary. Manages stress positively; remains positive and productive even under pressure; does not transfer stress to others. Seeks informal and/or formal learning opportunities for personal and professional development; systematically learns new competencies and skills useful for job; takes advantage of learning opportunities to fill competencies and skill gaps.
• 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.

Technical Expertise

• Ability to write/originate routine and non-routine correspondence and reports in English and Spanish.
• Ability to prepare working translations.
• 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: meetings, recruitment of temporary staff, preparation of formal publications, preparation of reports, coordinating secretarial support services for meetings, etc.
• Ability to work with minimum supervision and under pressure, as a member of a work team
• 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.

Languages

Very good knowledge of English and 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 Microsoft Excel, Outlook, OneDrive, PowerPoint, Teams, SharePoint, and Word are considered essential.

REMUNERATION

Annual Salary: (Net of taxes)

USD $50,792.00

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 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 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.