ADMINISTRATIVE ASSISTANT III (PAHO/13/FT66)

28 May 2016
 
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Vacancy Notice No: PAHO/13/FT66
 
Title: Administrative Assistant III
 
Grade: G6
 
Contract type: Fixed-term Appointment
 
Duration of contract:  Post of Limited Duration. First year probationary period.
 
Date: 14 February 2013
 
Application Deadline: 7 March 2013 Vacancy Filled
 
Duty Station:  Washington, D.C., United States of America
 
Organization unit: AM Americas (AM) /
AMRO Americas Regional Office (AM/RGO)
Financial Resources Management (FRM)
 
OBJECTIVES OF THE PROGRAMME :
The Area of Financial Resources Management (FRM) oversees the financial transactions of the Organization by establishing its financial regulations and rules, as well as the accounting policies and procedures; monitors the inflow of funding and utilization of resources; processes the disbursements of funds; prepares the Organization's financial statements including the reporting of regular funds and extra-budgetary funds; is responsible for investments, banking, and financial analysis; monitors the country offices' financial administration, Staff Health Insurance, settlement of U.S. taxes, and the processes and systems within FRM's area of responsibility.
Description of duties:
Under the direct supervision of the Manager, the incumbent is responsible for, but not limited to, the following assigned duties:
a) Arrange appointments and maintain the Manager's calendar, receive visitors, place and answer telephone calls, handle confidential and sensitive matters with great discretion; prepare agendas and other material for the Manager for use on official trips or special meetings; screen, with considerable tact, all requests to speak to or see the Manager; establish the purpose of the request and determine which requests can be handled by self or other Area teams;
b) Review all incoming correspondence which requires action by the Manager; review it for substance, identify urgent matters and ensure that these are handled expeditiously; determine which can be answered by specific Area personnel; gather necessary background documentation for correspondence requiring action by the Manager; make recommendations regarding the appropriate action to be taken; monitor that deadlines for responses are met; follow up with various Area personnel and other organizational components on the submission of reports and correspondence;
c) Collaborate with the Acting Manager, in the absence of the Manager, in matters related to the everyday activities of the Area; follow up on administrative and programmatic actions resulting from duty travel of the Manager;
d) Serve as liaison regarding logistical and operational processes and activities between the Manager and staff in the Area, as well as with other offices throughout the Organization; communicate procedures to be followed for meetings of Governing Bodies, Advisory Committees, Evaluation missions, etc.;
e) Draft the Briefing Book Documents for the Director, Deputy Director, Assistant Director, and Director of Administration, based on information from FRM professional staff regarding the overview of the status of PAHO, WHO, and center's quota assessments; the status of the procurement of vaccines, strategic public health supplies; the level of implementation of the biennial work plan and voluntary contributions, etc.
f) Assist in the preparation of PowerPoint presentations for Governing Bodies' meetings, FRM briefings for PWRs, Center Directors, Administrators, and new staff orientation;
g) Update and maintain the FRM organizational chart and FRM pictorial directory which includes the specific responsibilities by FRM staff members, as well as their contact information;
h)Coordinate with the Area of Human Resources Management (HRM) on matters related to FRM staff, including processing personnel requests and staff training requests; assisting in recruitment of temporary staff for FRM; maintaining control of administrative procedures and follow-up;
i) Provide administrative support for the Performance Planning and Evaluation System (PPES) process of staff reporting to the Manager, including the scheduling of meetings with the Manager and sending reminders to ensure that staff is working on their respective performance objectives and evaluation;
j) 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 with the FRM Advisors under the Manager on the submission of reports and correspondence in order to meet established deadlines;
k) Prepare correspondence on own initiative or from verbal instructions for signature of the Manager; prepare draft translations of correspondence and other materials from English into Spanish and vice versa;
l) Coordinate the administrative services of the Area, distributing special assignments to other administrative support staff; provide backup to the Area timekeeper to maintain the flexitime and leave records of FRM staff; assist in maintaining general and confidential files for the Financial Resources Management Area;
m) Review all outgoing correspondence requiring the signature of the Manager; proofread for style, punctuation, grammar, spelling and adherence to PAHO's standards and policies; recommend revisions to correspondence and other documents to ensure that they are clear and accurate in content;
n) Establish and maintain files and controlled reference material; maintain the confidential files of the Manager; conduct research of files, reports, and other sources to obtain material requested by the Manager and, when necessary, compiling summaries;
o) Track the program planning, execution and financial status of FRM's biennial work plan and funds; record allotments; establish pre-obligations; record resource allocations established by the Manager; notify FRM to liquidate available obligation balances; provide periodic status reports to the FRM Advisors; and raise matters to the attention of the Manager when resource decisions are required;
p) Organize the Manager's travel plans and make necessary arrangements, including obtaining airline tickets, required visas, hotel reservations, travel authorizations and travel claims; prepare and assemble background materials required by the Manager for duty travel;
q) Monitor the status of key personnel actions and follow up with the appropriate Teams on staff reassignments and hiring of temporary staff, as needed; assist the Manager in the administrative process for the recruitment and selection of staff in the Area;
r) Perform other related duties, as assigned.
REQUIRED QUALIFICATIONS
Education:
Essential: High school diploma with formal training in the administrative/financial fields.
Skills:
Key Behavioral Competencies
Intrainstitutional Action: Displays, through behavior, understanding of PAHO's values and mission. Seeks information on and acts with understanding of the Organization's expectations while advancing further the understanding and application of its policies. Shows interest and concern for the activities related to his/her work in conjunction with the mission, values, vision and policies of the organization. Behaves consistently in accordance with the Code of Ethics of the Organization.
Teamwork: 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: Follows through on the client inquiries, requests and complaints. Keeps client up-to-date about progress of projects. Monitors client satisfaction.
Devising the budget for interventions and cost optimization: Provides the necessary information to ensure that intervention plans include the optimal allocation of financial resources, guaranteeing that the activities are executed and the results achieved.
External Action: 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.
Communication: Establishes and proactively engages in productive dialogues in one's work inside and outside the Organization, and assists in the building of consensus. Seeks to share information with others within the organization, both face to face and through communication and information technology systems as appropriate.

Technical Expertise
- Ability to write/originate routine and non-routine correspondence and reports in English and Spanish and ability to prepare working translations.
- Ability to plan, organize, coordinate and carry out administrative processes such as: meetings, personnel matters, preparation of formal publications, budget and expenditures records, acquisition of supplies.
- Ability to research, analyze and organize information in order to prepare charts, graphics, reports, etc.
- 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.
- Ability to supervise, including skills in planning, organizing, evaluating, problem-solving and decision-making of office management matters.
- Skills in planning, organizing, evaluating, problem-solving and decision-making of routine office management processes.

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 specialized application software in the area of finance will be an asset.
Experience:
Essential: Six years of experience in accounting, finance, and/or administrative work, or four years of experience in accounting, finance and/or administrative work, and one year of college or university level courses towards a declared major/minor in the area of accounting and/or finance, or two years of experience in accounting, finance and/or administrative work, and two years of college or university level courses towards a declared major/minor in the area of accounting and/or finance.
Languages:
Very good knowledge of Spanish and English.
Additional Information:
ALL APPLICANTS ARE REQUIRED TO COMPLETE AN ON-LINE PERSONAL HISTORY FORM 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 HOLD A PERMANENT LOCAL WORKING VISA (US CITIZENSHIP OR 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.

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)
US$ 48,859.00 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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