ADMINISTRATIVE ASSISTANT I (PAHO/13/FT129)

6 December 2016
 
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Vacancy Notice No: PAHO/13/FT129
 
Title: Administrative Assistant I
 
Grade: G4
 
Contract type: Fixed-term Appointment
 
Duration of contract:  Two years, first year probationary period. Post of Limited Duration
 
Date: 4 April 2013
 
Application Deadline: 25 April 2013 Vacancy Filled
 
Duty Station:  Washington, D.C., United States of America
 
Organization unit: AM Americas (AM) /
AMRO Americas Regional Office (AM/RGO)
Governing Bodies Office (GBO)
 
OBJECTIVES OF THE PROGRAMME :
Ensures the operations of the PAHO Governing Bodies and promotes and supports the institutional development of the Organization's Governing Bodies: the Pan American Sanitary Conference, the Directing Council, Executive Committee, and their Committees and Subcommittees. The Pan American Sanitary Bureau, headed by the Director, acts as the Executive Secretariat and carries out the directives of the Governing Bodies.
Description of duties:
Under the direct supervision of the Senior Advisor, Governing Bodies (GBO), the incumbent is responsible for, but not necessarily limited to, the following assigned duties:
a) Prepare the volumes of working documents for Governing Bodies meetings, including the complete set of documents at the close of the meetings for archives;
b) Update and maintain the stockroom of Governing Bodies documents;
c) Distribute within and outside PAHO Headquarters, in accordance with appropriate distribution lists, the working documents of each Governing Body meeting;
d) Set up meeting rooms with working documents and related materials; establish a document distribution mechanism and maintain adequate stock of documents, as necessary;
e) Provide document support services at all Governing Bodies meetings for immediate response to requests for documents and distribute or supervise distribution of material to the delegates;
f) Perform support functions for the GBO Advisor, including but not limited to: place and answer telephone calls; receive visitors; arrange appointments and keep a calendar of these appointments; locate background material and files; compile data for the preparation of correspondence and/or reports; assemble correspondence for mailing; prepare PowerPoint presentations, etc.;
g) Maintain up-to-date the Governing Bodies internet site, as well as the intranet site;
h) Administer and act as focal point for elluminate meeting sessions, and SharePoint sites;
i) Support internal administrative processes and procedures between the various conference teams including electronics, distribution, and document services; maintain a calendar of deadlines; respond to enquiries as requested;
j) Assist, as required, in planning and scheduling meetings and appointments, dissemination of information according to established procedures; organize and maintain paper and electronic files;
k) Ensure that office supplies for conference services are stocked, as necessary;
l) Perform other related duties, as assigned.
REQUIRED QUALIFICATIONS
Education:
High school diploma with formal training in the commercial or administrative field.
Skills:
Key Behavioral Competencies:
--Intrainstitutional Action: 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: 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: Distributes helpful information to clients. Gives friendly, cheerful service.
--Administrative support for technical cooperation interventions: 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: 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: 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 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.
--Ability to compile and organize large volume of documents.

IT Skills
Demonstrated ability to effectively use a computer and utilize software programs such as Microsoft Office Word, Excel, PowerPoint, and Outlook. Demonstrated ability to program and upload documents to the internet and intranet. Working knowledge to manage virtual meeting programs (preferable Elluminate & SharePoint.) Other IT skills and knowledge of other software programs such as Visio and Project would be an asset.
Experience:
Essential: Four years in general officer or administrative work experience.
Desirable: Experience and knowledge of international protocol standards would be an asset.
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 WASHINGTON, D.C. ARE OPEN TO WASHINGTON, D.C. METROPOLITAN AREA RESIDENTS ONLY. CANDIDATES MUST BE U.S. CITIZEN OR HOLD 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$37,593.00 at single rate
US$37,593.00 with primary dependants

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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