EXECUTIVE SECRETARY (PAHO/15/FT647)

30 September 2016
 
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Vacancy Notice No: PAHO/15/FT647
 
Title: Executive Secretary
 
Grade: G6
 
Contract type: Fixed-term Appointment
 
Duration of contract:  Two years, first year probationary period
 
Date: 25 November 2015
 
Application Deadline: 16 December 2015 Selection in Progress
 
Duty Station:  Bridgetown, Barbados
 
Organization unit: AM Americas (AM) /
AMRO Americas Regional Office (AM/RGO)
Subregional Program Coordination, Caribbean (SPC-CRB)
 
OBJECTIVES OF THE PROGRAMME :
The subregional level of the PAHO/WHO's technical cooperation (TC) is recognized functionally, programmatically, at organizational level, and in the PAHO Budget Policy. Subregional TC is aimed at meeting the TC needs of a group of countries in their pursuit of the subregional health development goals within the framework of the Organization's collective mandates. These TC programs encompass all or some countries belonging to one of the legally established intergovernmental integration mechanisms: The Caribbean Community (CARICOM); the Southern Cone Common Market (MERCOSUR); the Central America Integration System (SICA); the Andean Community of Nations (CAN); or the North American Free Trade Agreement, as well as others such as the Amazon Cooperation Treaty Organization (ACTO) and the Union of South American Nations (UNASUR). Subregional TC supports the health agendas of the various intergovernmental integration mechanisms and must be developed with the countries through the mechanisms responsible for planning and executing the respective health agendas.
Description of duties:
Under the direct supervision of the Subregional Program Coordinator, Caribbean (SPC-CRB), the incumbent is responsible for, but not necessarily limited to, the following assigned duties:
a) Arrange appointments and maintain the Subregional Program Coordinator (SPC) calendar, receive visitors, place and answer telephone calls, handle confidential and sensitive matters with great discretion; prepare agendas and other material for the Subregional Program Coordinator for use on official trips or special meetings;
b) Handle matters of protocol; make arrangements for meetings with high-ranking officials and coordinate meetings organized by the SPC; assist in administrative issues relating to national institutions, host governments inter-acting with the SPC; maintain up-to-date lists of names, addresses and telephone numbers of Ministers, Government Officials, members of the Diplomatic Corps and any other institutions which have contact with the Office in the subregion;
c) Review all incoming correspondence which requires action by SPC; review it for substance, identify urgent matters and ensure that these are handled expeditiously; determine which can be answered by specific Office personnel; gather necessary background documentation for correspondence requiring action; make recommendations regarding the appropriate action to be taken; monitor that deadlines for responses are met; follow up with various Office personnel and other organizational components on the submission of reports and correspondence;
d) Prepare correspondence, faxes, reports, email, etc. from general instructions and on own initiative; follow up on pending matters and handle confidential material; type and process correspondence, presentations, reports and other documents involving the use of technical terminology using standard office computer software;
e) Review all outgoing correspondence requiring the signature of the SPC; proofread for style, punctuation, grammar, spelling and adherence to the Organization's standards and policies; recommend revisions to correspondence and other documents to ensure that they are clear and accurate in content;
f) Assist in the preparation of technical presentations, technical reports and articles by reviewing, correcting and/or rewriting texts to improve clarity, conciseness and coherence; prepare and verify the content of tables, graphs, and charts; follow up with staff under the SPC-CRB on the submission of reports and correspondence in order to meet established deadlines;
g) Coordinate the secretarial services of the Office, distributing special assignments to other secretaries, review all outgoing correspondence to ensure accuracy, correct spelling and punctuation and conformance to established practices and procedures; brief and train new administrative support staff and give guidance on office procedures;
h) Establish and maintain files and controlled reference material; maintain the confidential files; search files and compile pertinent information as required;
i) Perform other administrative functions such as: compile background data for preparation of correspondence and/or reports; follow-up on the submission of reports; assemble correspondence for mailing; incoming correspondence and route it to the corresponding staff;
j) Organize the SPC's travel plans and make necessary arrangements, including obtaining airline tickets, required visas, hotel reservations, travel authorizations and travel claims; prepare and assemble background materials required by the SPC for duty travel;
k) Ensure that the process for the preparation of staff members' yearly performance planning and evaluation is completed, including the scheduling of meetings with SPC;
l) Participate on administrative and technical staff meetings; prepare "aide-memoire" of resolutions as well as distribute them to participants; follow up the actions to be taken;
m) Monitor the status Office's personnel and follow up with the appropriate Teams on staff reassignments and/or temporary staff requirements; assist the SPC in the administrative process for the recruitment and selection staff in the Office;
n) Track the program planning, execution and financial status of SPC-CRB's biennial work plan; assist in the process of establishing pre-obligations; record resource allocations established by the SPC; provide periodic status reports and raise matters to the attention of the SPC when resource decisions are required;
o) Work closely with the Administration Team for matters related to the biennial work plan of the Office;
k) Perform other related duties, as assigned.
REQUIRED QUALIFICATIONS
Education:
Essential: High school diploma with formal training in the secretarial field.

Desirable: Training in business administration would be an asset. Certified Professional Secretary (CPS) or Certified Administrative Professional (CAP) certification would be an asset.

In the event that your candidature is retained for an interview, you will be required to provide, in advance, a scanned copy of the degree(s)/diploma(s)/certificate(s) required for this position. WHO only considers higher educational qualifications obtained from an institution accredited/recognized in the World Higher Education Database (WHED), a list updated by the International Association of Universities (IAU) / United Nations Educational, Scientific and Cultural Organization (UNESCO). The list can be accessed through the link: http://www.whed.net/.
Skills:
Key Behavioral Competencies:
-- Intrainstitutional 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 it's 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.
-- 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 to 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.
-- External Action: Identifies with external institutions in areas of common interests to promote joint efforts and mutually beneficial goals.
-- 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.

Technical Expertise:
-- Ability to write/originate routine and nonroutine correspondence and reports.
-- Ability to prepare working translations.
-- Ability to plan, organize, coordinate and carry out administrative processes such as: meetings, personnel matters, budget and expenditures records, acquisition of supplies.
-- Ability to research, analyze and organize information in order to prepare charts, graphics, reports, etc.
-- 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.
-- Ability to supervise, including skills in planning, organizing, evaluating, problem-solving and decision-making of office management matters.
-- Ability to organize and monitor protocol arrangements in accordance with established standards.

IT Skills:
Demonstrated ability to effectively use a computer and utilize software programs such as Microsoft Office Word, Excel, PowerPoint and Outlook. Other IT skills and knowledge of other software programs such as Visio, Microsoft SharePoint and Project would be an asset.
Experience:
Essential: Six years of general office or administrative work experience, including supervisory responsibilities.

Desirable: Administrative experience working in an international environment -including frequent interaction with high level government, executive and other officials- will be considered an asset.
Languages:
Very good knowledge of English. A working knowledge French 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). OTHER BENEFITS INCLUDE: 30 DAYS ANNUAL LEAVE, DEPENDENCY BENEFITS, PENSION PLAN AND HEALTH INSURANCE SCHEME.

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

ADMINISTRATIVE/SUPPORT POSITIONS IN BARBADOS ARE OPEN TO BRIDGETOWN METROPOLITAN AREA RESIDENTS ONLY. CANDIDATES MUST BE A CITIZEN OF BARBADOS OR BE A PERMANENT LEGAL RESIDENT IN THE COUNTRY.

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.
Annual salary: (Net of tax)
Barbadian dollars $63,903.00 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.

Selection in Progress

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