ADMINISTRATIVE ASSISTANT I (PAHO/12/FT353)

26 July 2016
 
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Vacancy Notice No: PAHO/12/FT353
 
Title: Administrative Assistant I
 
Grade: G4
 
Contract type: Fixed-term Appointment
 
Duration of contract:  Until 31 December 2012. Post of limited duration, first year probationary period.
 
Date: 11 September 2012
 
Application Deadline: 3 October 2012 Vacancy Filled
 
Duty Station:  La Paz, Bolivia
 
Organization unit: AM Americas (AM) /
AMRO Americas Regional Office (AM/RGO)
PWR-BOL
 
OBJECTIVES OF THE PROGRAMME :
The Organization's essential mission is to strengthen national and local health systems and improve the health of the peoples of the Americas, in collaboration with Ministries of Health, other government and international agencies, nongovernmental organizations, universities, social security agencies, community groups, and many others. PAHO promotes primary health care strategies, which reach people in their communities, to extend health services to all and to increase efficiency in the use of scarce resources.
Description of duties:
Under direct supervision of the Administrator, the incumbent is responsible for, but not necessarily limited to, the following assigned duties:

a) Provide administrative support to the Administration Office; organize and compile documentation, and prepare routine correspondence following verbal instructions or on own initiative, in order to facilitate the planning, coordination, supervision, control and assessment of the PWR administrative services in accordance with rules, regulations and procedures established by the Organization;
b) Review incoming correspondence, assemble background information; review the correspondence for the Administrator's signature assuring the compliance with the administrative procedures and that reference and supporting documentation are included; follow up on signature on correspondence and checks;
c) Perform administrative support functions such as: arrange and meetings and agendas; draft routine correspondence, reports; establish and maintain correspondence files, place and answer telephone calls, receive visitors, make travel arrangements, follow up on the delivery of specific tasks paying special attention to deadlines; give support to the Administrative Team as required, and to the Executive Secretary to the Representative, if necessary;
d) Perform other secretarial functions such as: compile background data for preparation of correspondence and/or reports; follow-up on the submission of reports; assemble correspondence for mailing; incoming correspondence and route it to the corresponding staff; maintain an update directory of relevant national authorities and international agencies in the country;
e) Update the data and information under the Administrator responsibility; obtain background documents and information as requested; keep the operation manuals and regulations, delegations of authority, directives and other related documents up-to-date and organized;
f) Maintain the Travel Agency sales report, control of corporate discounts in accordance with agreements signed with the airlines; request the corresponding refund for unused tickets;
g) Assist in processing personal documents such as: performance evaluation, update the PWR Administration's Intranet and SharePoint; Keep a log of visitors to the Organization using the corresponding computer program;
h) Maintain files of all the administrative and managerial internal provisions; keep a record of changes, improvements, procedures, and verbal and written agreements resulting from technical and administrative meetings;
i) Provide administrative support to special projects, courses, seminars and other events, as needed;
j) Perform other related duties as assigned.
REQUIRED QUALIFICATIONS
Education:
High school diploma with formal training in the administrative or commercial field.
Skills:
Key Behavioral Competencies
Intrainstitutional Action - (L01): Acts in a manner that is consistent with the policies the organization must operate within. Consistently conducts oneself in accordance with the Standards of Conduct for the International Civil Service. Conducts in a manner that reflects a behavior that is fair, consistent and equitable.
Teamwork - (L01): Builds and maintains mutually beneficial productive interpersonal relationships based on trust, within the Organization. Participates willingly, supports team decisions, is a "good team player", does his or her share of the work.
Service Orientation - (L01): Distributes helpful information to clients. Gives friendly, cheerful service.
Administrative support for technical cooperation interventions - (L01): Gives information that helps the Organization and the technical cooperation team's point of view. Performs work support from a general perspective and demonstrates an understanding of the complexity reality in which the Organization operates.
Continuous Learning - (L01): Seeks knowledge and sources of learning with colleagues. Finds new sources of information in order to make a better contribution to the team. Keeps focused on the organizational policies, processes and practices already established.

Technical Expertise
- Word processing in accordance with established standards
- Ability to prepare working translations, and write/originate routine and non routine correspondence and reports in English and Spanish.
- 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, maintenance of expenditures records, acquisitions of supplies and equipments, preparation of statistical or periodical reports, etc.
- Excellent interpersonal relationships

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 would be an asset.
Experience:
Four years of general office or administrative work experience.
Languages:
Very good knowledge of English and Spanish.
Additional Information:
ALL APPLICANTS ARE REQUIRED TO COMPLETE AN ON-LINE PERSONAL HISTORY FORM TO BE CONSIDERED FOR THIS POST.

ADMINISTRATIVE/SUPPORT POSITIONS IN LA PAZ, BOLIVIA ARE OPEN TO LA PAZ METROPOLITAN AREA RESIDENTS ONLY. ALL CANDIDATES MUST HOLD A PERMANENT LOCAL WORKING VISA (CITIZENSHIP OF BOLIVIA OR LEGAL PERMANENT RESIDENT).

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.

THIS VACANCY MAY BE USED TO FILL OTHER POSITIONS IN THE ORGANIZATION THAT MAY BECOME VACANT AT A LATER DATE, AND WHICH HAVE SIMILAR REQUIREMENTS AND DUTIES AS THE ONES STATED IN THIS NOTICE.
Annual salary: (Net of tax)
BOLIVIAN 109,956.00 at single rate

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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PAHO has a smoke-free environment and does not recruit smokers or users of any form of tobacco.
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