Administrative Assistant III

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OBJECTIVE OF THE OFFICE/DEPARTMENT

The RRF special program comprises two funds - Revolving Fund for Access to Vaccines (RF) and Strategic Fund for Public Health Supplies (SF). The special program is commissioned to facilitate cross-functional integration collaboration and optimization of processes and value-added services between the SF and RF to address new and evolving strategic and technical needs of Member States for vaccines and strategic public health supplies. The RF is a technical cooperation mechanism that ensures equitable access to safe effective and affordable vaccines through the pooling of vaccine demand from Member States. The SF is a technical cooperation mechanism to improve access to quality-assured safe effective and affordable essential medicines and strategic public health supplies. The RF and SF provide technical cooperation to Member States throughout the supply chain and are central components of PAHOs strategy to move towards Universal Health.

SUMMARY OF RESPONSIBILITIES

Under the direct supervision of the Executive Manager Special Program Regional Revolving Funds (RRF) the incumbent is responsible for but not necessarily limited to the following assigned

duties:

• Assist in the planning consolidation and implementation of the Biennial Work Plan (BWP) monitor financial execution and expiration of Voluntary Contributions and Emergency Funds and prepare periodic financial reports to keep the Executive Manager and Unit Chiefs informed of unobligated balances and upcoming deadlines;
• Assist in the review of administrative guidelines and procedures implement and monitor the internal processes for efficient operations of the Entitys projects such as recruitment of staff contingent workers service contracts letters of agreements requisitions and purchase orders. Inform the RRF staff of new regulations and procedures and closely follow up on their compliance. Serve as liaison between FRM PRO/Corporate and HRM;
• Coordinate the RRF meetings courses and seminars including venue selection and country consent request prepare budget estimates correspondence and meeting documents as needed; coordinate necessary processes for travel security clearance and visa arrangements; monitor the operational aspects involved in the organization of these activities such as local conference expenses and other financial needs. Provide administrative support to the RRF including organizing the RRF Executive Managers agenda;
• Review all documentation for the appointment and recruitment of professional and general service staff contingent workers short-term professionals and contractors and carry out the necessary steps in PMIS to complete HRM actions successfully; serve as HR Partner within the entity in PMIS;
• Serve as liaison regarding logistical and operational processes and activities as well as with other offices throughout the Organization; communicate procedures to be followed for meetings of Governing Bodies Advisory Committees etc.;
• Review all outgoing correspondence requiring 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;
• Coordinate the administrative services of the office distributing special assignments to other administrative support staff; brief and train new staff on administrative procedures and practices and provide guidance as required; supervise agency temps;
• Organize the RRF SharePoint ensure proper maintenance of records and promote information sharing between the RRF staff;
• Initiate and/or approve HR and finance and procurement-related actions in the PASB Management Information System (PMIS including spend authorization purchase of airline tickets and expense reports;); recruitment and payment of contingent workers requisitions and purchase orders;
• Assist in identifying office processes that could be streamlined automated or eliminated; collaborate with ITS and other stakeholders to streamline and/or automate tasks as needed;
• Support the team to establish and prepare Standard Operating Procedures (SOPs) and Standard Calendar to achieve consistency in team operations;
• Perform other related duties including backstopping for other RRF team members as assigned.

KEY BEHAVIORAL COMPETENCIES (List and describe in order of priority five to seven essential competencies to perform the job).

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 other/Deal effectively with conflict - Creates team spirit; promotes collaboration and open communication in the team; proactively supports others; welcomes team responsibilities and drives team results; promotes knowledge sharing in the team. Proactively identifies conflicts and facilitates their resolution in a respectful manner; tactfully resolves conflicts between or with others and takes action to reduce any possible tension; effectively builds a rapport with individuals and teams establishing good personal and professional relationships as well as minimizing risk of potential conflict.

Respecting and promoting individual and cultural differences: Relate well to diversity in others and capitalize on such diversity - Treats all people with dignity and respect. Relates well to people with different cultures gender orientations backgrounds and/or positions; examines own behavior to avoid stereotypical responses; considers issues from the perspective of others and values their diversity.

Communication: Express oneself clearly when speaking/Listen/Write effectively/Share knowledge - Foresees communication needs of audience and targets message accordingly. Facilitates open communication; encourages others to share their views openly and takes time to understand and consider their views. Writes down ideas in a clear structured logical and credible way; drafts and supports the development of guidelines policies and procedures. Shares relevant information openly and ensures that the shared information is understood; considers knowledge sharing as a constructive working method and demonstrates awareness of the Organization.

Knowing and Managing Yourself: Remain productive/Continuously learn - Remains objective and focused even in a changing and moving environment; continues to display positive behavior when facing some constraints; keeps challenges in perspective. Seeks all relevant information for decision making from a wide range of sources; quickly learns new competencies and skills that expand role capability; shows rapid understanding of new and/or complex information relevant to job.

Producing results: Work efficiently and independently/ Deliver quality results/Take responsibility - Prioritizes work monitors own progress against objectives and adapts plans as required; communicates adjustments as necessary. Acts proactively and stimulates action as needed; handles problems effectively and constructively. Produces high-quality results and workable solutions that meet clients needs. Works independently to produce new results and sets own timelines effectively and efficiently. Demonstrates positive attitude in working on new projects and initiatives. Demonstrates accountability for own success as well as for errors; learns from experience.

TECHNICAL EXPERTISE (List and describe in order of priority the abilities required to perform the job)

• Ability to write/originate routine and non-routine correspondence and reports in English and Spanish.
• Ability to prepare working translations.
• Skills in planning organizing problem-solving and decision-making of office management processes.
• Ability to research analyze and organize information in order to prepare charts graphics reports etc.
• Ability to plan organize coordinate and carry out administrative processes such as: maintenance of expenditure records preparation of statistical or periodic reports etc.
• Ability to plan organize coordinate and carry out administrative processes such as: meetings recruitment of temporary staff preparation of formal publications preparation of reports coordinating secretarial support services for meetings etc.
• Ability to work with minimum supervision and under pressure as a member of the team.
• 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 (Qualifications)

Essential: Certificate of completion of high school.

Desirable: A bachelors degree in administration or related field. Training in financial systems would be an asset.

EXPERIENCE

Essential: Six years of administrative work experience.

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 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.