ADMINISTRATIVE ASSISTANT I (PAHO/14/FT456)

28 August 2016
 
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Vacancy Notice No: PAHO/14/FT456
 
Title: Administrative Assistant I
 
Grade: G4
 
Contract type: Fixed-term Appointment
 
Duration of contract:  One year, first year probationary period. Post of limited duration.
 
Date: 22 August 2014
 
Application Deadline: 12 September 2014 Vacancy Filled
 
Duty Station:  Washington, D.C., United States of America
 
Organization unit: AM Americas (AM) /
AMRO Americas Regional Office (AM/RGO)
Financial Resources Management /Staff Health Insurance (FRM/ST)
 
OBJECTIVES OF THE PROGRAMME :
The Area of Financial Resources Management (FRM) oversees the financial transactions of the Organization by establishing its financial regulations and rules, as well as the accounting policies and procedures; monitors the inflow of funding and utilization of resources; processes the disbursements of funds; prepares the Organization's financial statements including the reporting of regular funds and extra-budgetary funds; is responsible for investments, banking, and financial analysis; monitors the country offices' financial administration, Staff Health Insurance, settlement of U.S. taxes, and the processes and systems within FRM's area of responsibility.
Description of duties:
Under the general supervision of the Advisor, Staff Benefits, Salary, Social Security and Tax Administration, (FRM/ST), and the direct supervision of the Finance Specialist, Staff Health Insurance (FRM/ST), the incumbent is responsible for, but not necessarily limited to, the following assigned duties:
a) Assist the Finance Specialist in the coordination, preparation and development of internal and external group meetings, including the Surveillance Committee and its sub-committees, semiannual staff/retiree briefings, and the AETNA meetings for the Staff;
b) Assist in reporting accurate enrollment eligibility changes on a weekly or ad hoc basis of insured members to AETNA and CVS Caremark, including the request for identification cards; establish and maintain files of documents marked for retention; provide information and materials as requested; file documents in staff members' active and inactive files;
c) Verify, update and create data and information on forms, computer generated reports, authorizations, vouchers, and other standardized documents, and correcting as required; assist in other support duties, such as: clearing cash receipts in the financial system; reconcile accounts receivables;
d) Type in English and Spanish correspondence, faxes, forms, reports, charts, including Surveillance Committee case materials, minutes, and decision notifications, and other documentation using standard office computer software; compose routine letters and memoranda on own initiative or from verbal instructions;
e) Receive, review, and distribute incoming correspondence; review outgoing correspondence for correctness of spelling, punctuation, grammar, and proper destination; maintain the team e-mail box;
f) Log incoming insurance claims; update and maintain the computerized correspondence log;
g) Encode health insurance claim data into the health insurance computer sub-system;
h) Monitor the leave records of the team's staff, including flexi-time and leave tracking system, ensuring that leave and flexi-time procedures are followed;
i) Perform other related duties, as assigned.
REQUIRED QUALIFICATIONS
Education:
Essential: 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
- Proficiency in the use of computer software associated with assigned responsibilities and established standards.
- Ability to write/originate routine and non routine correspondence and reports in English and Spanish.
- Ability to plan, organize, coordinate and carry out administrative processes.
- Ability to maintain databases, input data, and prepare reports and documentation including special charts, graphics, and other features using desktop publishing, graphic software packages, etc.
- Ability to research, analyze and organize information in order to troubleshoot system problems.

IT Skills
Demonstrated ability to effectively utilize software programs such as Microsoft Office Word, Excel, PowerPoint, Access and Outlook. Other IT skills and knowledge of automated systems and microcomputers particularly with regard to financial, accounting, and/or administrative operations and other software programs such as Monarch, Microsoft SharePoint and Microsoft Project would be an asset.
Experience:
Four years of administrative work experience.
Languages:
Very good knowledge of Spanish and 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 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$ 38,007.00 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

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