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Vacancy Notice No: PAHO/13/FT480
Title: Director of Administration
Grade: D2
Contract type: Fixed-term Appointment
Duration of contract:  Two years, first year probationary period
Date: 6 November 2013
Application Deadline: 25 November 2013 Vacancy Filled
Duty Station:  Washington, D.C., United States of America
Organization unit: AM Americas (AM) /
AMRO Americas Regional Office (AM/RGO)
Director of Administration (AM)/Executive Management (EXM)
The Director of Administration is the chief administrative officer of the Organization and is responsible for providing advice to the Director and senior management on financial and administrative management rules, and practices and for establishing and implementing policies, systems and procedures in order to improve organizational efficiency.
Description of duties:
Under the direct supervision of the Director, the Director of Administration (AM) supervises the following administrative Departments: Information Technology Services (ITS), including the Information Security function, Financial Resources Management (FRM), Human Resources Management (HRM), General Services Operations (GSO), and Procurement and Supply Management (PRO). The incumbent is responsible and held accountable for, but not necessarily limited to, the following duties:

a) Serve as the principal advisor to the Director on all administrative, financial, human resources, information technology, information security, procurement and logistic matters, and as the senior representative of the Organization for all key managerial, administrative and financial issues, including attendance at important meetings;
b) Ensure that the Organization has the necessary managerial, logistical and administrative support, with the required financial, human and material resources to implement its principal activities and programs of work and properly carry out its technical cooperation mandate at country level;
c) Serve as the Executive Sponsor of the Organization's new corporate Enterprise Resource Planning (ERP) system, including the design, implementation, and testing of the areas of human resources, finance, procurement, planning, budgeting, information systems, etc;
d) As a member of Executive Management (EXM), participate with the Director in leading the Organization, including defining the Organization's strategic direction and priorities, and ensuring the implementation of crosscutting initiatives in accordance with PAHO policies. With the EXM Team, establish and promote a solid and consistent managerial model that demonstrates integrity, credibility, prudent management of risk, trust and value to Member States, donors and other partners; keep other EXM members apprised of matters which require attention to maintain this model;
e) Review and approve the strategy, objectives, plan and proposed budget of the AM Departments; ensure that each Department's biennial work plan is aligned with the Organization's mission, vision, values, policies, strategies, business needs and priorities; determine the viability of and recommend projects, activities and program elements for each Department; approve strategy implementation, including suitable financing and executing arrangements; ensure that results are achieved or on-target; provide guidance on redefining objectives, strategies or activities, as needed. Oversee and monitor the administration and allocation of the human, financial and logistical resources of the Director of Administration Office; prepare and justify the Office's program and budget proposals;
f) Establish sound policies, procedures, practices, systems and standards that are consistent with best practice in order to ensure proper accounting, financial and human resources management and control; to promote the efficient and effective use of the Organization's resources; and to provide adequate accountability and controls;
g) Advise managers on the fulftllment and proper exercise of their administrative responsibilities within the authorities delegated to them; provide to managers and staff with timely and adequate information for decision-making purposes;
h) Establish and maintain sound financial and management control mechanisms in order to safeguard the financial resources and assets of the Organization, ensuring that all assets, investments and transactions are adequately recorded, reported, and controlled;
i) Coordinate all matters relating to the safety and security of staff and the protection of the property and assets of the Organization throughout the Region;
j) Interact with senior authorities of United States Government agencies to inform them about PAHO and gain their support in addressing regional administrative issues; liaise with the national authorities with respect to important administrative, financial and logistical matters;
k) Provide technical advice to country offices on all administrative matters, including financial, human resources, information technology, information security, procurement and logistics; provide guidance and second-level supervision to all Country Office Administrators and Department Administrative Officers;
I) Formulate or propose policies, objectives, strategies, methodologies and resource allocations which will implement the Governing Bodies mandates; review, approve or prepare reports and presentations to Governing Bodies on administrative, financial and logistical matters or progress reports for the work of the AM Departments;
m) Promote, establish, maintain and coordinate communication across PAHO, within WHO and with other United Nations Organizations, the Organization of American States (OAS) and with other partners, in order to maximize programmatic integration, efficiency and effectiveness;
n) Promote teamwork across the Organization and establish an environment which encourages participation, stimulates each staff member's creativity and interest and fosters a multidisciplinary approach to the solution of specific problems;
o) Provide leadership, guidance and monitoring of supervised staff by setting clear work objectives, ensuring timely and effective use of performance reviews and feedback mechanisms, engaging in regular communications, and solving interpersonal or technical conflicts; establish and support a learning environment, to include staff development in PAHO fundamentals, managerial competencies and technical expertise;
p) Supervise the establishment, development and implementation of administrative policies under the areas of responsibility;
q) Serve as communication link between the Director and areas under the Director of Administration's authority on matters of policies, strategies and program implementation and evaluation;
r) Chair a variety ofPAHO-wide committees and working groups, as assigned by the Director;
s) Perform other duties as assigned by the Director.

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.
A bachelor's and master's degree in business or public administration or in a related field.
Key Behavioral Competencies
-- Intrainstitutional Action: Displays, through leadership and decisions, understanding of the political systems and underlying drivers. Plans and evaluates both unit and individual results to achieve the PAHO's mission. Requires that projects be grounded in scientific evidence and that they be consistent with PAHO's vision, mission and values, and appropriate for the setting in which they will be carried out. Demonstrates a full commitment to the mission and values of the Organization by aligning the area of work with the strategic direction of the Organization. Behaves consistently in accordance with the Code of Ethics of the Organization.
-- Performance Management: Evaluates the performance of subordinates in terms of the organizational strategy, provides feedback offering measurable suggestions and promotes their professional development. Develops and implements realistic and achievable work plans--including tasks, priorities, resources and schedules. Adjusts goals and courses of action to meet changing needs. In a systematic way, develops people through demanding and challenging projects utilizing each employee's competencies. Effectively uses the Organization's official performance evaluation processes and systems. Uses a regular evaluation system. Provides constant and positive feedback to focus development efforts.
-- Teamwork: Develops a high performing team in one's operational area and also encourages teamwork across the Organization. Establishes and models the standard for teams and teamwork. Provides significant contributions when participating in internal and external work teams. Initiates and leads mutually beneficial productive interpersonal relationships based on trust, both inside and outside the Organization.
-- Accountability: Develops a culture that utilizes accountability strategies at all levels and activities, processes, and functions in one's area. Oversees the development and required dissemination of appropriate reports on the monitoring of interventions in terms of partial and final results, as well as all the activities of one's area.
-- Devising the budget for interventions and cost optimization: Achieves valuable results from the organizational strategies. Makes optimal use of the available resources. Advocates ethical behavior and follows organizational guidelines when managing resources, helping to prevent and eventually resolving conflicts of interest.
-- Thinking. planning and the strategic management of technical cooperation interventions: Evaluates the ideas for interventions in terms of their potential for change and transformation before deciding to execute them. Follows the Organization's strategy in executing technical cooperation interventions in order to generate expected results.
-- Resource Mobilization: Establishment of an internal culture that supports the Organization's strategic direction program of work and the organizational results to enable effective resource mobilization. Supports and makes all efforts to increase the level of resources that are considered necessary for operations. Is capable of negotiating with different types of organizations. Uses the financial and nonfinancial resources with objectivity. Is able to achieve the goals and results with the resources they have.

Technical Expertise
-- Technical: Must have expert knowledge in public administration and sound familiarity with other fields relevant to the Director of Administration's responsibilities.
-- Managerial: The incumbent must possess proven executive level management and administrative skills. Must have substantial knowledge of international organizations and of the Region. Must further possess a recognized capacity to lead and supervise by negotiation, persuasion and through consensus-building.
-- Administrative: Skills or experience with creation and integration of administrative processes for the delivery of the highest quality results for administrative services. Courtesy, tact, sensitivity to manage confidential information, and ability to establish and maintain effective working relations with people of different professional levels, nationalities, and cultural, social, political and economic diversity within and among countries.
Essential: Extensive national and international experience in progressively responsible senior level managerial positions in administration, including strategic planning and executive functions.
Desirable: Experience in leading the implementation of an ERP system in an international environment would be an asset.
Very good knowledge of English or Spanish 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.



This vacancy notice may be used to fill other similar positions at the same grade level.

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Vacancy Filled

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