Project Support Specialist, Canada

Grade:

Post Adjustment - Monthly:

Contractual Agreement:

Job Posting:

Closing Date:

Primary Location:

Organization:

Schedule:

DESCRIPTION OF DUTIES:

SUMMARY OF RESPONSIBILITIES

Under the direct supervision of the Technical Advisor and the general guidance of the Assistant Director (AD) the incumbent is responsible for but not necessarily limited to the following assigned duties:

Canada Project

• Provide support for the planning execution monitoring and coordination of the Closing the Gaps in Sexual and Reproductive Health and Rights Project a cooperation agreement between the Government of Canadas Department of Global Affairs Canada (GAC) and the Pan American Health Organization (PAHO);
• Collaborate in the development approval monitoring and evaluation of work plans and budgets ensuring timely execution and proper utilization of grant funds to achieve project results as defined by agreed upon indicators in close coordination with relevant country and Headquarter entities;
• Support the development and application of planning tools and monitoring and evaluation instruments to facilitate programming and reporting on progress of the Project components;
• Support day-to-day project monitoring and analysis and contribute to the preparation and submission of financial and programmatic progress reports in accordance with donor agreements while assisting in coordinating and drafting donor reports;
• Provide administrative support for project meetings including in-person and virtual by liaising with participants coordinating logistics preparing meeting documentation and other related tasks as required;
• Assist in facilitating internal communication and knowledge sharing related to the project;

AD Office Support

• Support the ADs Office in preparing tables meeting agendas minutes presentations and reports as well as consolidating information from various sources and subject matters (financial list of SAG topics travel plans audit recommendations human resources requirements briefing books etc.) related to the entities under the ADs purview;
• Follow up on technical information requests with respective entities under the ADs Office;.
• Provide administrative support to other Projects in the ADs Office including the development of work plans and budgets monitoring tools and assignment of funding managed by the ADs Office;
• Establish organize and follow up on working groups and task forces including preparation of minutes and tracking of key action points;
• Provide support to the Senior advisor for Public Health Policy on One Health coordination and communication;
• Support office communications including drafting notes to highlight AD participation in internal and external events;
• Perform other related duties as assigned.

KEY BEHAVIORAL COMPETENCIES:

• Overall attitude at work: Maintains integrity and takes a clear ethical approach and stance; demonstrates commitment to the Organizations mandate and promotes the values of the Organization in daily work and behavior; is accountable for work carried out in line with own role and responsibilities; is respectful towards and trusted by colleagues and counterparts.
• Teamwork: Collaborate and cooperate with others. - Works collaboratively with team members and counterparts to achieve results; encourages cooperation and builds rapport; helps others when asked; accepts joint responsibility for the teams successes and shortcomings. Identifies conflicts in a timely manner and addresses them as necessary; understands issues from the perspective of others; does not interpret/ attribute conflicts to cultural geographical or gender issues.
• Respecting and valuing individual differences: - Treats everyone with dignity and respect fostering positive relationships with everyone. Reflects on personal behavior to avoid stereotypes and considers situations from the perspective of others.
• Communication: Express oneself clearly when speaking/Write effectively/Listen/Shares knowledge - Quality and quantity of communication targeted at audience. Listens attentively and does not interrupt other speakers. Adapts communication style and written content to ensure they are appropriately and accurately understood by the audience (e.g. power-point presentations communication strategies implementation plans). Shares information openly with colleagues and transfers knowledge as needed.
• Knowing and managing yourself: Manages stress/Invite feedback/Continuously learn - Remains productive even in an environment where information or direction is not available and when facing challenges; recovers quickly from setbacks where necessary. Manages stress positively; remains positive and productive even under pressure; does not transfer stress to others. Seeks feedback to improve knowledge and performance; shows self-awareness when seeking and receiving feedback; uses feedback to improve own performance. Seeks informal and/or formal learning opportunities for personal and professional development; systematically learns new competencies and skills useful for job; takes advantage of learning opportunities to fill competencies and skill gaps.
• Producing Results: Deliver quality results/Take responsibility - Produces high-quality results and workable solutions that meet clients needs. Works independently to produce new results and sets own timelines effectively and efficiently. Shows awareness of own role and clarifies roles of team members in relation to projects expected results. Make proposals for improving processes as required and take responsibility for own work and/or actions as necessary. Demonstrates positive attitude in working on new projects and initiatives. Demonstrates accountability for own success as well as for errors; learns from experience.
• Moving forward in a changing environment: Propose change/Adapt to change Suggests and articulate effective and efficient proposals for change as needed when new circumstances arise. Quickly and effectively adapts own work approach in response to new demands and changing priorities. Is open to new ideas approaches and working methods; adjusts own approach to embrace change initiatives.

TECHNICAL EXPERTISE

• Strong analytical skills or ability to think critically showing resourcefulness initiative skills to deal with difficult situations and sensitive areas.
• Ability to apply sound judgment and technical expertise to analyze and address key issues.
• Demonstrate strong interpersonal and communication skills including diplomacy and tact to effectively engage with senior health officials multiple stakeholders and professionals from diverse cultural backgrounds while identifying and assessing complex issues and providing recommendations on political technical and administrative matters.
• Familiarity with project management principles and administrative procedures including resource management.
• Ability to manage multiple issues and tasks in a complex organizational environment to re-prioritize actions on short notice.
• Strong professional oral and writing skills including the development of reports oral presentation and technical/persuasive documents for consideration at the highest levels of the Organization.

EDUCATION

Essential: A bachelors degree in health social or management sciences law international relations or in any other area related to the functions of the post from a recognized university.

EXPERIENCE

Essential: Three years of combined national and international experience in public health project management and program development monitoring and evaluation and the design review implementation and evaluation of large-scale health projects. Experience managing financial components of large-scale public health projects including budget tracking and assigning funds with an ERP system. Experience working in an Executive Management Office and supporting its administrative functions. Experience producing communications materials including web notes and creating content for webpages.

Desirable: Experience in technical project management in womens health in Latin America and the Caribbean involving coordination with multiple stakeholders including national and international entities and government authorities would be an asset.

LANGUAGES

Very good knowledge of English or Spanish with a working knowledge of the other language.

IT SKILLS

Demonstrated ability to effectively use current technology and software programs such as Microsoft Office Word Excel PowerPoint and Outlook spreadsheets and presentations as well as Enterprise Resource Planning (ERP) and management information systems. Other IT skills and knowledge of other software programs such as Microsoft SharePoint would be an asset.

DURATION OF ASSIGNMENT

This is an initial 11-month assignment with possibility of extensions subject to satisfactory performance and funding availability.

DISCLAIMER

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

• All applicants are required to complete an on-line profile to be considered for this post.

• Candidates will be contacted only if they are under serious consideration.

• In the event that your candidature is retained for an interview you will be required to provide in advance a scanned copy of the official degree(s)/diploma(s)/certificate(s) required for this position. PAHO considers official higher educational qualifications obtained from an institution accredited/recognized in one of the following databases:

- World Higher Education Database (WHED) list updated by the International Association of Universities

(IAU)/United Nations Educational Scientific and Cultural Organization (UNESCO).

The list can be assessed through the link: Council for Higher Education Accreditation

- College Navigator found on the website of the National Centre for Educational Statistics

to support the validation process.

• Any appointment/extension of appointment is subject to PAHO Staff Regulations Staff Rules and e-Manual.

PAHO/WHO is committed to:

• PAHO supports an environment of mutual respect and dignity for all applicants. All interested individuals who meet the requirements of this position are encouraged to apply.

• Persons with disabilities can request reasonable accommodations to enable participation in the recruitment process. To do so email us at:

• Maintaining high standards of integrity and accountability. People joining PAHO are required to maintain these standards both in their professional work and personal activities.

• Promoting a work environment that is free from harassment sexual harassment discrimination and other types of abusive behavior. PAHO conducts background checks and will not hire anyone who has a substantiated history of misconduct.

• Providing a smoke-free environment.

• Protecting the people in the communities we we have zero tolerance for sexual exploitation and abuse. People who commit serious wrongdoing will be terminated and may also face criminal prosecution.