17 October 2017
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Vacancy Notice No: PAHO/14/FT314
Title: PALTEX Specialist
Grade: NO-A
Contract type: Fixed-term Appointment
Duration of contract:  Two years, first year probationary period. POST OF LIMITED DURATION.
Date: 30 July 2014
Application Deadline: 15 August 2014 Vacancy declared unsuccessful
Duty Station:  Caracas, Venezuela
Organization unit: AM Americas (AM) /
AMRO Americas Regional Office (AM/RGO)
Administrator (AM)/PALTEX Administratoin (HSS/HR)
To ensure the Pan American Health Organization and World Health Organization - PAHO/WHO - country program of technical cooperation on Health Systems and its country presence provide adequate support to the national health development process and, at the same time, enable the country/ies of assignment to shape the subregional, regional, and global health agendas. The PAHO/WHO Country Office is the basic organizational unit for technical cooperation with the country/ies, drawing on PAHO/WHO resources of all levels and parts of the Organization. The Expanded Textbook and Instructional Materials Program (PALTEX) is an independent program working to build public health expertise to be able to innovatively lead development of healthier generations of people in the Americas.
Description of duties:
Under the general supervision of the PALTEX Administration Specialist, HSS/HR and the direct supervision of the Country Office Administrator, in close coordination with the PAHO/WHO Representative, the incumbent is responsible for, but not necessarily limited to, the following assigned duties:

a) Administer the Expanded Textbook and Instructional Materials Program (PALTEX) in the Country, in close coordination with HSS/HR; prepare the annual work plan; conduct and coordinate promotional, distribution and sales in the country;
b) Analyze and balance inventory movements within the participating institutions and warehouse; develop internal procedures to prevent/minimize inventory obsolescence;
c) Conduct the day-to-day operations and inventory control functions of the Program at the Country Office, in close coordination with the Administrator and PALTEX Administration Specialist at Headquarters;
d) Monitor, analyze and provide feedback on the status of Program activities; facilitate the continuous development and expansion of the program to increase market penetration, rotation and delivery of textbooks and other instructional materials;
e) Develop and disseminate promotional materials; promote and meet with local academic institutions; attend health events and meetings; conduct periodic market studies; develop collaborative marketing alliances with recognized institutions to create synergies to promote the Program at the country level;
f) Prepare sales reports, including verifying the accuracy of the transactions, the approval of the appropriate authority and/or the receipt of certification documentation;
g) Analyze and control sales and transfers between participating institutions for the purpose of optimizing the inventory rotation and improving the operations of the Program; establish and maintain local sales, control records and verify accuracy and propriety of recorded information by concept, expenditure, requests, and sales; maintain updated the Program's records; reconcile periodically with the cumulative report of expenditures and the history of sales;
h) Prepare, analyze and control actual sales and projections; prepare the monthly bank reconciliation; maintain operational files up-to-date, including statements of accounts, and other relevant documents related to the Program;
i) Collaborate with the Country Office Administrator in the monitoring of the payment of sales and in the establishment or modification of internal operating procedures; reconcile financial reports, making adjustments as necessary and advising of any discrepancies; provide information regarding sales, allotments or obligations, as required;
j) Prepare financial reports periodically, including expenditure and sales statements related to sales of books and instructional materials, in accordance with the operational procedures established by the Program;
k) Utilize the computer software programs to process transactions and sales; generate standard reports; monitor the computerized budgetary and financial activities of the Program; assist in the development of the software and the corresponding operational standards and procedures manuals; conduct the appropriate system administration and maintenance tasks, ensuring that a backup of data is performance in accordance with the Organization's standards and practices;
l) Maintain the PALTEX Country Office website; contribute to the production of the quarterly PALTEX newsletter;
m) Prepare correspondence, statistical and narrative reports pertaining to assigned duties;
n) Supervise local administrative support personnel assigned to the Program; ensure the smooth flow of work as related to the Program operations.
o) Perform other duties as assigned.
A bachelor's degree in business administration, marketing, economics or a related field from a recognized university.
-- Intra-institutional 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.
-- 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.
-- 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.
-- Analysis, Synthesis, and Forecasting: Objectively analyzes situations and, based on evidence and knowledge, suggests actions to improve implementation. Bases one's actions on available information, applies knowledge acquired from experience. Prioritizes the information according to one's needs or the Organization's. Is capable of anticipating the implications of analyzed situations between one to six months 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.
-- 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.
-- Service Orientation: Makes concrete attempts to add value to the client, to make things better for the client in some way. Is always aware of the client's need (internal and/or external clients).

Technical Expertise

- Theoretical and practical knowledge of planning, inventory management, budgeting and marketing, and disciplines related to modern management principles and practices with specific emphasis on project implementation and management.
- Extensive knowledge and understanding of publications policies and copyright issues and practices, including interpretation, application and/or development/revision of policies, and procedures.
- Knowledge and skills in development and dissemination of information, using different media and information technologies.
- 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.
- Mature judgment, strong technical, analytical and conceptual skills; demonstrated ability to assess, analyze, synthesize and provide recommendation on key administrative issues.
- 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 and Outlook. Working knowledge of automated systems and microcomputers particularly with regard to financial, accounting, and/or administrative operations. Other IT skills and knowledge of other software programs such as Visio, Microsoft SharePoint and Project will be an asset
Three years of experience in program planning, project management and/or program evaluation, marketing, budgeting, and administration.
Very good knowledge of Spanish with a working knowledge English. Knowledge of French and/or Portuguese would be an asset.
Additional Information:
Annual salary: (Net of tax)
VEN BLF $314,721.00 at single rate

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

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Vacancy declared unsuccessful

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