ADMINISTRATIVE OFFICER (PAHO/12/FT326)

27 July 2016
 
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Vacancy Notice No: PAHO/12/FT326
 
Title: Administrative Officer
 
Grade: P3
 
Contract type: Fixed-term Appointment
 
Duration of contract:  Two years, first year probationary period
 
Date: 14 August 2012
 
Application Deadline: 4 September 2012 Vacancy Filled
 
Duty Station:  Washington, D.C., United States of America
 
Organization unit: AM Americas (AM) /
AMRO Americas Regional Office (AM/RGO)
Health Systems based on Primary Health Care
 
OBJECTIVES OF THE PROGRAMME :
Develop sound technical cooperation programs that strengthen health systems based on primary health care, health policies, health services and programs, technologies and medicines, health investment and financing, health research and the development of human resources for health. Support country and territory capacities, facilitate inter-country networks and cooperation, and implement and evaluate inter-sectorial approaches.
Description of duties:
Under the general supervision of the Director of Administration (AM) and the direct supervision of the Manager, Health Systems based on Primary Health Care (HSS), the incumbent is responsible for, but not necessarily limited to, the following assigned duties:
a) Provide support to the Manager for the management and control of all administrative services and operations of the Entity. Such services and operations include budgeting, finance, procurement, human resources management, conference management, and office space and equipment arrangements.
b) Advise the Manager in the allocation of financial, human, and physical resources of the Entity. Monitor and analyze financial/non-financial data to assess options for solutions to financial, administrative and human resources issues;
c) Establish and utilize tracking mechanisms that allow the Manager and his/her team to be proactive in initiating and executing administrative actions;
d) Oversee the financial management systems of the Entity; prepare budgetary forecasts; establish control and report structures by monitoring commitments and ensuring the processing of obligating documents that adhere to operational plans.
e) Develop reports to highlight and clarify changes in resource utilization plans; recommend alternate plans/funding strategies and discuss potential problems that could arise from programming changes and/or budget constraints. Prepare and/or complement financial (periodic/ad-hoc) reports as required;
f) Advise the Manager on all human resources issues related to planning, recruitment, development, performance assessment, classification, extensions and terminations. Lead and coordinate the process for recruitment of all personnel assigned to the Entity (including those in regional or subregional positions in the country offices);
g) Manage personnel who will execute the following functions, monitoring and overseeing successful completion:
- Leave tracking and performance management processes for the Entity;
- Procurement actions, contracts and execution of orders for services or goods;
- Requests for office space and office equipment;
- Planning and execution of operational aspects of conferences hosted by the Entity;
h) Supervise assigned administrative support staff; coordinate their work objectives, distribute and organize tasks in accordance with the needs of the Entity, and evaluate their performance;
i) Participate in the formulation, negotiation, and consultation of project proposals funded by external agencies by reviewing them to ensure that they meet the Organization's administrative and financial rules and regulations. Provide input to the Manager, Team Coordinator and Program Management and Partnership Specialist in this regard.
j) Plan, recommend, and implement systems, norms and procedures for the administration of human, financial and material resources of the Entity;
k) Provide advice and guidance to the Manager, and other staff members of the Entity on administrative and financial rules and regulations, practices and procedures, and other administrative processes and services. Ensure compliance with internal controls of the Organization;
l) Represent the Entity and liaise with other offices of the Organization regarding administrative matters and provide inputs and recommendations.
m) Assist the PWR and/or HR focal point, as necessary, in managing complex personnel issues and engage in early problem resolution whenever possible.
n) Work in close coordination and interaction with the entity's Program Management & Partnership Specialist.
o) Perform other related duties as assigned.
REQUIRED QUALIFICATIONS
Education:
Essential: A bachelor's degree in business, public administration, finance, economics or a related field from a recognized university.
Desirable: A master's degree in business administration or related field would be an asset.
Skills:
Key Behavioral Competencies
Intrainstitutional Action: Operates in a fair, consistent and equitable manner, and displays such behavior by example. Ensures that the mission and the values of the Organization as well as the setting in which projects will be carried out are the drivers in one's technical work. Understands the results required and performs to that standard. Behaves consistently in accordance with the Code of Ethics of the Organization.
Analysis, Synthesis, and Forecasting: Takes or organizes individual and collective action after analyzing situations on the basis of the available evidence and knowledge. Continuously analyzes the evolution of situations in an area of work and makes suggestions to adjust or confirm the decisions necessary to implement required actions. Is capable of anticipating the implications of an analyzed situation between six months to one year ahead.
Teamwork: Promotes team work and leads one's area to finish tasks and accept responsibility. Creates a positive environment within the area of work. Makes everyone feel like they are part of the team as well as welcomes and appreciates everyone's ideas and suggestions. Able to see the positive aspects of working as a team, shares the team's enthusiasm for achieving mutual goals.
Accountability: Identifies, in conjunction with management, specific activities, processes jobs that require defined accountability, linking them to accountability strategies and objectives. Revises periodically progress made in the established work plan with his/her supervisor. Constantly reaches their objectives.
Information Management: Takes initiative to improve systems for the presentation and dissemination of information. Supports, through competent use of the available systems and technologies, the development of data presentations.
Performance Management: Displays self-initiative toward measurable improvement. Contributes to the development and implementation of realistic and achievable work plans. Evaluates development in terms of the completed objectives. Is capable of achieving objectives and goals in a constant and systematic way. Discusses suggestions for improvement. Recognizes the needs for development and orients on how to improve.
Devising the budget for interventions and cost optimization: Identifies the means of and achieves optimization of budget; demonstrates the ability to use resources according to the principles and values of institutional ethics. Distributes resources to projects and activities that are the most needed for the Organization.

Technical Expertise
- Expertise in 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.
- Thorough theoretical and practical knowledge of managerial principles and practices, as well as good judgment to plan and execute tasks and to supervise subordinates.
- The incumbent must exercise tact and skill in handling financial, personnel, and administrative problems, and be able to maintain good working relationships with government authorities and officials from donors, host government, and other participating institutions.
- Mature judgment, strong technical, analytical and conceptual skills; demonstrated ability to assess, analyze, synthesize and provide recommendation on key administrative issues;
- Strong professional oral and writing skills, including the development of reports, oral presentations, and other documents for consideration at the highest levels of the Organization.

IT Skills
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 will be an asset.
Experience:
Essential: Seven years of combined national and international professional experience in administration, with supervisory responsibilities in budget, finance, personnel, procurement, and/or general services.
Languages:
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.
Additional Information:
PAHO offers an attractive compensation package including an annual net salary (subject to mandatory deductions for pension contributions and health insurance), dependency benefits, pension plan, health insurance scheme, and 30 days annual leave. Benefits for internationally recruited staff may include travel and removal expenses on appointment and separation, assignment grant, rental subsidy, and home leave. ALL APPLICANTS ARE REQUIRED TO COMPLETE AN ON-LINE PERSONAL HISTORY FORM TO BE CONSIDERED FOR THIS POST. 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.
Annual salary: (Net of tax)
US$ 56,091.00 at single rate
US$ 60,091.00 with primary dependants
Post Adjustment: 48.4 % of the above figure(s). This percentage 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 fill other similar positions at the same grade level.

Online applications are strongly encouraged to enable WHO to store your profile in a permanent database. Please visit WHO's e-Recruitment website at: www.who.int/employment. The system provides instructions for online application procedures.
All applicants are encouraged to apply online as soon as possible after the vacancy has been posted and well before the deadline stated in the vacancy announcement.

WHO is committed to workforce diversity.
Any appointment/extension of appointment is subject to WHO Staff Regulations, Staff Rules and Manual. Only candidates under serious consideration will be contacted.

Vacancy Filled

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