Administrative Assistant II

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OBJECTIVE OF THE OFFICE/DEPARTMENT

The Department of Health Systems and Services (HSS) is responsible for promoting coordinating and implementing the Organizations technical cooperation in health systems and services development to achieve Universal Access to Health and Universal Health Coverage (Universal Health) based on the Primary Health Care approach. HSS promotes evidence-based policies strategies and plans to transform national health systems to improve equity and resilience as health systems move towards the achievement of Universal Health strengthening governance and stewardship increasing and improving health financing and social protection and supporting the development of integrated networks of health services based on a highly resolutive first level of care. HSS strengthens national capacity in the organization of people-centered health services integrating the healthy life course approach ensuring quality of care and patient safety and the effective deployment and management of human resources.

ORGANIZATIONAL CONTEXT

The incumbent provides administrative support to the Healthy Life Course unit (HSS/HL) and is responsible for coordinating the overall administrative support functions within the Unit. Assignments involve non-specialized and some specialized tasks requiring the selection interpretation and assembly of information and data from several sources in examining problems for which several possible solutions exist but which are normally covered

by established practices. Decisions and recommendations involve the planning and scheduling of services and operations affecting timeliness accuracy and completeness. Frequent contacts with staff members throughout the office as well as extensive external contacts to provide or collect a variety of information ensure common understanding clarify and/or resolve operational arrangements on issues or services of importance to the Organization. Establish office procedures are applicable but require interpretation in responding to unusual or more complex situations. Most functions are performed independently Work is assessed on the efficiency of services and conformance with established objectives.

SUMMARY OF RESPONSIBILITIES

Under the general supervision of the Director Health Systems and Services (HSS) and the direct supervision of the Unit Chief Healthy Life Course (HSS/HL) the incumbent is responsible for but not necessarily limited to the following assigned duties:

a)Perform administrative support functions; provide direct administrative support to the Unit Chief and Advisors; coordinate the Unit Chiefs agenda; maintain calendar of appointments and deadlines; assist in coordinating the overall administrative support functions within the Unit;

b)Prepare routine correspondence in English and Spanish; draft articles reports technical documents charts and a variety of correspondence involving the use of technical terminology to ensure accuracy and conformance to PAHO style; prepare agendas and other material for use on official trips or special meetings;

c)Review all incoming correspondence which require action by the Unit Chief; identify urgent matters and ensure that these are handled expeditiously determining 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 to ensure that deadlines for responses are met; follow up with various personnel in the office for the submission of reports and formulation of correspondence;

d)Assist in the preparation of technical presentations technical reports and articles by formatting and reviewing to improve clarity conciseness and coherence;

e)Serve as liaison regarding logistical and operational processes and activities within the Unit; communicate procedures to be followed for meetings of Technical Initiatives Advisory Committees etc.;

f)Prepare correspondence on own initiative or from verbal instructions for signature; prepare draft translations of correspondence and other materials from English into Spanish and vice versa;

g)Review all outgoing correspondence requiring the official signature; proofread for style punctuation grammar spelling and adherence to the Organizations standards and policies; recommend revisions to correspondence and other documents to ensure that they are clear and accurate in content;

h)Provide administrative support in the preparation of regional meetings courses seminars and virtual meetings including rooms reservations interpreter quotes scheduling and the preparation of budget estimates on costs of personnel and participants travel; monitor the operational aspects involved in the organization of these activities such as local conference expenses and other financial needs; prepare correspondence and documentation as needed;

i)Brief and train new staff on administrative procedures and practices and provide guidance as required;

j)Establish and maintain electronic files and controlled reference material; conduct research of files reports and other sources to obtain material requested and when necessary compile summaries;

k)Support the budgetary execution and the projects financial resources in the corporate information system and any other databases for reporting needs in coordination with advisors and project officers including tracking contracts deadlines sending reminders for extensions if needed and assisting with procurement process;

l)Assist in organizing travel arrangements for the department and support advisors and contingent workers when needed by obtaining concurrence airline tickets security clearance; gather and validate relevant background information for duty travel; assist with all necessary processes in PMIS including spend authorization purchase of airline tickets and expense reports;

m)Perform other related duties; including backstopping for other HSS team members 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 / Deal effectively with conflicts: 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 / Share 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: Remain productive /Manage stress / 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 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: Work efficiently and independently / Deliver quality results / Take responsibility: Prioritizes work and makes planning/Organizational adjustments as necessary; seeks clarification from supervisor on timelines as needed. Uses feedback and inputs from supervisor to achieve results. Produces quality results and has frequent discussions with supervisor to achieve results. Is action-oriented and sees tasks through to completion. Shows understanding of own role and responsibilities in relation to expected results. Solicits and accepts direction and guidance from supervisor and team members and takes responsibility for own work and actions as appropriate.

TECHNICAL EXPERTISE

Document preparation and editing in accordance with established standards.

Proficiency in the use of computer software in accordance with assigned responsibilities.

Ability to write/originate routine and non-routine correspondence and reports in English and Spanish.

Ability to prepare working translations.

Ability to plan organize coordinate and carry out administrative processes such as: meetings recruitment of staff personnel matters preparation of formal publications budget and expenditures records acquisition of supplies.

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.

EDUCATION

Essential: Certificate of completion of high school.

Desirable: Formal training as a secretary or administrative assistant would be an asset.

EXPERIENCE

Essential: Five years of administrative work.

Desirable: Two years of experience in an international organization would be an asset.

LANGUAGES

Very good knowledge of English and Spanish.

IT SKILLS

Demonstrated ability to effectively use current technology and software as well as Enterprise Resource Planning (ERP). Other IT skills and knowledge of software programs such as Microsoft Excel Outlook OneDrive PowerPoint Teams SharePoint and Word are considered essential.

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.