DOCUMENTATION SPECIALIST (PAHO/14/FT52)

25 July 2016
 
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Vacancy Notice No: PAHO/14/FT52
 
Title: Documentation Specialist
 
Grade: P2
 
Contract type: Fixed-term Appointment
 
Duration of contract:  Two years, first year probationary period
 
Date: 7 February 2014
 
Application Deadline: 7 March 2014 Vacancy Filled
 
Duty Station:  Washington, D.C., United States of America
 
Organization unit: AM Americas (AM) /
AMRO Americas Regional Office (AM/RGO)
External Relations, Partnerships & Governing Bodies/Governing Bodies (EPG/GB)
 
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, The Executive Committee, and their Committees and Sub-Committees. The Pan-American Sanitary Bureau, headed by the Director, acts as the Executive Secretariat and carries out the directives of the Governing Bodies. The World Health Organization (WHO): The World Health Assembly. The Organization of American States (OAS): The General Assembly.
Description of duties:
Under the general supervision of the Director, External Relations, Partnerships & Governing Bodies (EPG), and the direct supervision of the Senior Advisor, Governing Bodies, EPG/GB, the incumbent is responsible for, but not necessarily limited to, the following assigned duties:

a) Formulate, elaborate and prepare jointly with the Senior Advisor, Governing Bodies the plans of action to improve and pro-actively respond to the Organization needs in supporting and conducting the Governing Bodies meetings;
b) Plan, organize, support coordination, and monitor the documentation for the meetings of the Governing Bodies, their subcommittees, the Audit Committee and other special meetings and major conferences including:
-- Oversee document services for Governing Bodies meetings and their translation into the official languages of the Organization (English, Spanish, French and Portuguese); edit draft of resolutions, precise writing, transcription, and publication;
-- Review of the content and production of the final reports and official records of Governing Bodies meetings including those of the Directing Council, Executive Committee, Subcommittees, and Audit Committee; collaborate with the Office of Legal Counsel (LEG) in the production of the Basic Documents of the Organization, and the Handbooks of Resolutions;
-- Coordinate the corollary processes involved in preparing and delivering documents for the Governing Bodies, and acts as liaison with the staff of the services involved, including translation services, internet services, print shop, and mail room;
-- Translate short texts to add to or adjust documents already officially translated but for which time constraints do not permit re-contracting out of translation services;
-- Supervise the contents of the Governing Bodies Website in the four official languages of the Organization;
-- Collaborate with the Senior Advisor, Governing Bodies in composing and writing scripts for presentations by the Director, and Representatives of the Executive Committee, including guidelines for the conduct of such meetings;
-- Prepare draft agendas for the Governing Bodies and their subcommittees; supervise the preparation of letters of convocation, and other communications with ministries of health as assigned;
-- Write or supervise the preparation of reports of meetings, such as: the Audit Committee, the WHO/Governing Bodies Member State preparation meetings; plan meetings of other committees;
-- Act as the GB's policy writing focal point.
c) Oversee the preparation of electronic Collaboration sites for the Governing Bodies matters;
d) Collaborate with the preparation of workshops for authors of documents for Governing Body meetings;
e) Ensure timely responses and the smooth flow of work as related to administrative activities; coordinate actions with support staff assigned to the documentation team;
f) Supervise support staff assigned to the documentation team; identify and supervise all seconded and contractual conference staff; review and conduct performance assessments;
g) Perform other related duties, as assigned.
REQUIRED QUALIFICATIONS
Education:
A bachelor's degree in international relations, communications, writing, or in a related field from a recognized university.
Skills:
Key Behavioral Competencies
-- Intrainstitutional Action: Operates in a fair, consistent and equitable manner, and displays such behavior by example. Ensures that the mission and the values of the Organization as well as the setting in which projects will be carried out are the drivers in one's technical work. Understands the results required and performs to that standard. Behaves consistently in accordance with the Code of Ethics of the Organization.
-- Analysis, Synthesis, and Forecasting: Takes or organizes individual and collective action after analyzing situations on the basis of the available evidence and knowledge. Continuously analyzes the evolution of situations in an area of work and makes suggestions to adjust or confirm the decisions necessary to implement required actions. Is capable of anticipating the implications of an analyzed situation between six months to one year ahead.
-- Teamwork : Promotes team work and leads one's area to finish tasks and accept responsibility. Creates a positive environment within the area of work. Makes everyone feel like they are part of the team as well as welcomes and appreciates everyone's ideas and suggestions. Able to see the positive aspects of working as a team, shares the team's enthusiasm for achieving mutual goals.
-- Communication: Actively engages in conversation with the key players in a multicultural environment both within and outside the organization. Develops a network of appropriate contacts inside and outside PAHO to gain information or to build an alliance. Takes into consideration the multicultural differences within the organization.
-- Information Management: Verifies that relevant information is obtained, processed, selected, and disseminated in area of work. Acquires the training to utilize technologies for processing information relative to the area of work in a logical and organized manner, which facilitates the dissemination of information, resulting in information that is consistent, valid and accurate. Keeps abreast of latest technologies for processing the information relevant to the area of work, and weighs its advantages/disadvantages.
-- Accountability: Identifies, in conjunction with management, specific activities, processes jobs that require defined accountability, linking them to accountability strategies and objectives. Revises periodically progress made in the established work plan with his/her supervisor. Constantly reaches their objectives.
-- Knowledge Management: Seeks and proposes better resources to access, process, use and share information with a variety of actors in different environments. Produces and participates in studies as well as research that meet the publication requirements of media accepted by the scientific community.

Technical Expertise
-- Theoretical and practical knowledge of the principles and practices of writing for formal publications.
-- Knowledge of writing, editing, and revising; including assessment for style, content, and organization.
-- Ability to acquire knowledge and information about a wide-range of subject-matter fields, and select, organize, and present information in a manner suitable to the intended audience;
-- Ability to establish and maintain effective working relations with people of different nationalities and cultural backgrounds.
-- Excellent writing and editorial skills, and translation and interpretation procedures related to international meetings.
-- Effective planning and organizational skills; ability to manage multiple issues and tasks in a complex organizational environment to re-prioritize actions on short notice.
-- Ability to integrate managerial and administrative inputs into recommendations for decision-making.
-- Ability to prepare clear, concise and complete analysis, proposals, reports and other written materials; maintain accurate records and meeting critical deadlines; research and analyze complex problems, evaluating varied information and data, either statistical or narrative form, and exercise sound judgment within establish guidelines.
-- Strong professional oral and writing skills, including the development of reports, oral presentations, and technical/persuasive documents for consideration at the highest levels of the Organization.

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 will be an asset.

Experience:
Five years of combined national and international experience in planning, organization and servicing of international conferences, congresses, meetings, including responsibilities for the final production of technical and policy documents in different languages.
Languages:
Very good knowledge of English or Spanish with a working knowledge of the other language. Working 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. Benefits for internationally recruited staff may include travel and removal expenses on appointment and separation, assignment grant, rental subsidy, and home leave.

ALL APPLICANTS ARE REQUIRED TO COMPLETE AN ON-LINE PERSONAL HISTORY FORM TO BE CONSIDERED FOR THIS POST.

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$46,819.00 at single rate
US$49,916.00 with primary dependants
Post Adjustment: 50.3 % of the above figure(s). This percentage is to be considered as indicative since variations may occur each month either upwards or downwards due to currency exchange rate fluctuations or inflation.

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

This vacancy is shown for viewing only. It is not currently open for applications
 
 
PAHO has a smoke-free environment and does not recruit smokers or users of any form of tobacco.
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