PALTEX ADMINISTRATIVE ASSISTANT II (PAHO/14/FT325)

11 December 2016
 
PDF/Print version
 
Returning applicants, please log in
Not registered? Register here
 
List of closed vacancies
 
Return to current vacancies list
Vacancy Notice No: PAHO/14/FT325
 
Title: PALTEX Administrative Assistant II
 
Grade: G5
 
Contract type: Fixed-term Appointment
 
Duration of contract:  Two years, first year probationary period. Post of limited duration.
 
Date: 27 June 2014
 
Application Deadline: 18 July 2014 Vacancy Filled
 
Duty Station:  Santiago, Chile
 
Organization unit: AM Americas (AM) /
AMRO Americas Regional Office (AM/RGO)
PALTEX / PWR-Chile
 
OBJECTIVES OF THE PROGRAMME :
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 and 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 and consultation with the Country Office Administrator and the PALTEX Administration Specialist at Headquarters; assist in preparing the annual work plan; coordinate promotional activities, distribution and sales in the country;
b) Analyze and balance inventory movements within the participating institutions and warehouse; assist in developing 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 Country Office 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) Assist in developing and disseminating promotional materials; attend health events and meetings; assist in periodic market studies and developing 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.
REQUIRED QUALIFICATIONS
Education:
Essential: High school diploma with formal training in the commercial or administrative field.
Desirable: Specialized training at the college or university level with emphasis in business administration, marketing or related field would be an asset.
Skills:
Key Behavioral Competencies
Intra-institutional 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.
Analysis, Synthesis, and Forecasting: Seeks and supports the gathering of information and searches relevant information that helps in the analysis and in the identification of actions, as determined by management. Is capable of understanding ideas, facts and situations, dividing them in small parts and identifying their implications. Is capable of anticipating the implications of an analyzed situation at least one month ahead.
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.
Administrative support for technical cooperation interventions: Searches for and furnishes relevant information about resource allocation and deadlines, potential critical points, risks and benefits, and other related aspects of available options to provide support for the technical cooperation teams.
Accountability: Accurately and objectively provides information, as required, on one's activities. Prepares accurate and objective reports on one's activities and partial/final results. Can account for each of the specific tasks of one's work.
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
- Practical knowledge of planning, inventory management, budgeting and marketing with specific emphasis on project implementation and management.
- 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 design, develop and maintain websites.
- Ability to coordinate, monitor and control administrative services involving the allocation of work, developing/adjusting operational procedures, evaluating priorities, coordinating and supporting internal day-to-day activities, etc.
- Effective oral and written communication skills; independently compose reports, correspondence, guidance materials, and other documents.

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


Experience:
Essential: Five years of experience in administrative work, including experience with automated systems for budgetary and marketing control operations or three years of experience in administrative work, and one year of college or university level courses towards a declared major/minor in business administration or marketing.
Languages:
Very good knowledge of Spanish with a working knowledge 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 SANTIAGO ARE OPEN TO SANTIAGO METROPOLITAN AREA RESIDENTS ONLY. CANDIDATES MUST BE CHILEAN CITIZEN OR HOLD PERMANENT LEGAL RESIDENCY.

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)
CHI PS 17,945,000.00 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

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.