Administrative Assistant II 392 views

Administrative Assistant II  (2000312)  
Grade: G5
Contractual Arrangement: Fixed-term appointment
Contract duration: Two years, first year probationary period. Post of limited duration.
: 

Job Posting

: Jan 29, 2020, 5:54:20 PM

Closing Date

: Feb 19, 2020, 10:59:00 PM

Primary Location

: United States-Washington, D.C.

Organization

: PAHO Health Emergencies

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
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, Health Emergencies (EMO), and the
general supervision of the Administrative Officer, Health Emergencies
Department (PHE/HEO), the incumbent is responsible for, but not limited to, the
following assigned duties:

  1. Provide administrative support for the
    implementation of EMO’s operations; assist the Unit Chief, EMO with all
    administrative issues pertaining to the readiness and response functions of the
    Emergency Operations Unit (EOC);
  2. Provide administrative support for the
    deployment of human resources and recruitment of staff and other personnel;
    monitor the status of key personnel actions and follow up on staff
    reassignments; initiate and/or approve HR related actions in the PASB
    Management Information System (PMIS) for staff and contingent workers; serve as
    HR Partner within entity in PMIS for the EOC;
  3. Maintain electronic and other records related
    to EMO staff and other personnel including contract extensions, performance
    evaluation reports, job description reviews, reassignments, recruitment of
    short term staff; prepare the corresponding justifications for contracts and
    authorization of payments for temporary staff; brief new staff, consultants and
    interns on office procedures and practices;
  4. Support the coordination of administrative
    support from other units or departments with the objective of ensuring
    effective coordination of efforts and timely response to emergency related
    requests and operations;
  5. Support preparedness and readiness activities
    including management of the roster of experts, and administrative support for
    trainings, workshops, virtual conferences, and meetings;
  6. Initiate and/or approve HR, budget and
    finance related actions in the corporate information system for staff and
    contingent workers; serve as HR Partner within entity for the EMO in the PAHO
    Management Information System (PMIS);
  7. Update budget and financial information in
    PMIS system; monitor the status of budget execution and the project’s financial
    resources in the corporate information system and any other databases for
    reporting needs;
  8. Compose, draft and prepare correspondence in
    English and Spanish pertaining to assigned duties on own initiative or from
    verbal/written instructions; prepare draft translations of correspondence and
    other materials from English into Spanish and vice versa;
  9. Assist in organizing travel arrangements for
    the Unit chief EMO and support advisors and IPCs working in the Unit when
    needed including obtaining concurrence, airline tickets, hotel reservations,
    security clearance, gather and validate relevant background information for
    duty travel; assist with all necessary processes in (PMIS), including spend
    authorizations, purchase of airline tickets and expense reports;
  10. Create
    requisitions and purchase orders in the PMIS and process payments to suppliers;
  11. 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;
    follow-up on the submission of reports and correspondence in order to meet
    established deadlines;
  12. 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;
  13. Participate
    in the implementation of PAHO’s disaster and emergency response operations,
    including being available for possible deployments, if required;
  14. Perform
    other related duties, including backstopping for other PHE team members, 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/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:
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: 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
:
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:
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
: 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 feedback to improve knowledge and performance; shows self-
awareness when seeking and receiving feedback; uses feedback to improve own
performance. 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. 


Moving forward in a changing
environment:
Suggests and articulates effective and
efficient proposals for change as needed when new circumstances arise.  Quickly and effectively adapts own work
approach in response to new demands and changing priorities. Is open to new
ideas, approaches and working methods; adjusts own approach to embrace change
initiatives.


Producing
Results:
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:
  • Skills in the use of automated
    budgetary/financial systems and specialized mainframe or minicomputer software
    associated with assigned responsibilities
  • 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: maintenance of expenditures
    records, preparation of statistical or periodical 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 independently and under
    pressure.

Ability to understand and
use Enterprise Resource Planning (ERP) systems.

 
Languages:

Very
good knowledge of English and Spanish.

 
IT Skills:

Demonstrated ability to
effectively use a computer and utilize software programs such as Microsoft
Office Word, Excel, PowerPoint and Outlook. Other IT skills and knowledge of
other software programs such as WebEx, Tableau, Visio, Microsoft SharePoint and
Project would be an asset.


REMUNERATION
Annual Salary: (Net of taxes)
US$42,610.00
 
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.


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