ADMINISTRATIVE ASSISTANT I (PAHO/12/FT352)

31 August 2016
 
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Vacancy Notice No: PAHO/12/FT352
 
Title: Administrative Assistant I
 
Grade: G4
 
Contract type: Fixed-term Appointment
 
Duration of contract:  Until 31December 2013. 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)
PAHO/WHO Representative Bolivia
 
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, non-governmental 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 the general supervision of the PAHO/WHO Representative, and the direct supervision of the Administrator, the incumbent is responsible for, but not necessarily limited to, the following assigned duties:
a) Provide administrative support in the Reception area; place and answer telephone calls, receive visitors, register all incoming and outgoing mail and correspondence into the computerized system; prepare and maintain records in summary format of all incoming mail and correspondence, including the pouch.
b) Update and maintain the file cabinet in SharePoint site for the registration of official documents.
c) Register, and organize all documents and materials leaving the office in the pouch to ensure only authorized office materials and documents that comply with customs regulations are being shipped.
d) Review monthly invoices of local and international courier services and photocopying services; review taxi service invoices and submitting to the budget and finance team for payment to be processed.
e) Coordinate and supervise the daily tasks and activities of the driver/messenger assigned for the timely local distribution of correspondence and documents, material, equipment, and others.
f) Answer queries and provide guidance on mail/correspondence matters to staff.
g) Type drafts, reports, articles, forms, and a variety of correspondence in English and Spanish using standard office computer software; draft, edit and review text for accuracy, correct spelling, and orderly presentation of the text;
h) Draft correspondence as required or on own initiative for administrative processes pertinent to various projects in accordance with the Organization's standards and procedures for clearance and signature;
i) 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;
j) Work as a team member in the absence of other staff;
k) Perform other duties, as assigned.
REQUIRED QUALIFICATIONS
Education:
High school diploma with formal training in the commercial or administrative field.
Skills:
Key Behavioral Competencies
Intra-institutional 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. Behaves consistently in accordance with the Code of Ethics of the Organization.
Teamwork - (L02): Encourages team members, adds significant contribution when participating in internal and external work teams, and leads through personal example the virtues of team success--collaboration, trust, transparency and joint responsibilities. Builds and maintains mutually beneficial productive interpersonal relations based on trust, inside and outside the Organization. Keeps every team member informed as well as shares relevant and useful information.
Service Orientation - (L02): Follows through on the client inquiries, requests and complaints. Keeps client up-to-date about progress of projects. Monitors client satisfaction.
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.
External Action - (L01): Establishes and maintains identifiable, results-oriented mutually beneficial productive relations and partnerships with counterparts in other institutions and sectors. Able to sustain working relationships with people in other institutions.

Technical Expertise
- Word processing in accordance with established standards.
- Ability to write/originate routine correspondence and reports in English and Spanish.
- Ability to prepare working translations.
- Ability to organize, and carry out administrative processes.
- Ability to research, analyze and organize information in order to prepare charts, graphics, reports, etc.

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 Visio, Microsoft SharePoint and Project will 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. CANDIDATES MUST HOLD A PERMANENT LOCAL WORKING VISA (BOLIVIA CITIZENS OR LEGAL PERMANENT RESIDENTS).

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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