Administrative Technician I (PHE)

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OBJECTIVE OF THE OFFICE/DEPARTMENT

The objective of the Health Emergencies Department (PHE) of the Pan American Health Organization is to increase health sector resilience to disasters. PHE assists Member States to strengthen the health sectors capacities in prevention risk reduction preparedness surveillance response and early recovery for emergencies and disasters related to any hazards (natural man-made biological chemical radiological and others) and when national capacities are overwhelmed to lead and coordinate the international health response to contain disasters including outbreaks and to provide effective relief and recovery to affected populations. PHE is responsible for ensuring the implementation and updating of the PAHO/WHO Institutional Emergency and Disaster Response policy.

ORGANIZATIONAL CONTEXT

The incumbent is a member of the management and coordination team (PHE/MGA) responsible for providing administrative support in all matters related to preparation of the Biennial Work Plan (BWP) and budget procurement finance and human resources functions. Work involves supporting activities encompassing several administrative or technical subject areas requiring in depth understanding of the administrative policies and procedures. Decisions and recommendations involve the planning and scheduling of services and operations affecting timeliness accuracy and completeness. Frequent contact is maintained 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. Established 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 Advisor Program Management and Administration Health Emergencies Department (PHE/MGA) and the direct supervision of the Administrative Officer (PHE/MGA) the incumbent is responsible for but not limited to the following assigned duties:

• Assist the Department Director Unit Chiefs Advisors in Headquarters and Country Offices and the Administrative Officer in the planning compilation and preparation of the Biennial Work Plan (BWP) including monitoring allocation of funds by projects and expected results; monitor the financial implementation of the annual program of work in the PASB Management Information System (PMIS) and any other databases for reporting needs;

• Update budget and financial information in PMIS; monitor the status of budget execution and the projects financial resources in PMIS and any other databases for reporting needs; provide feedback to enhance existing databases;

• Initiate and/or approve budget and finance related actions in PMIS for staff and contingent workers; serve as Finance Partner Within Entity in PMIS;

• Verify the execution of funds in accordance with the approved budget allocations; monitor and update funds as received; review documentation and source of funds prior to the establishment and request of financial commitments of the Department; monitor the use of the funds; analyze expenditures; determine availability of funds in each source; amend financial commitments to ensure availability of funds for future activities; establish monitor and ensure availability of funds; inform when necessary of funding and expenditure conditions that may affect the Projects operations;

• Coordinate the transfer of funds with Program Budget (PBE/PB) and initiate the required steps in PMIS to carry out this activity;

• Monitor the financial execution of the program budget; assist in the preparation of expenditure reports by donors; provide periodic updates on the status of grant deadlines and financial status regulations and administrative procedures to facilitate the execution of all funds before expiration date of agreements; assist in the review and verification of financial reports to be presented to donors;

• Assist in the review of administrative guidelines and procedures; implement and monitor the internal procedures for the efficient operation of project activities such as recruitment of staff consultants or advisors in HQs and in Country Offices; duty travel arrangements; national and international personal services contracts; letters of agreement donors agreements and other technical agreements as well as procurement services.

• Inform the staff of new regulations and procedures and ensure compliance to facilitate administrative processes.

• Serve as a liaison betweenPBE FRM PRO HRM and LEG on administrative matters for the entity;

• Provide administrative support in the preparation of regional meetings courses and seminars including the preparation of budget estimates on costs of personnel and participants travel; process the allocation of funds; and supervise the operational aspects involved in the organization of these activities such as local conference expenses and other financial needs.

• Facilitate the mobilization of PHE staff to WHO activities and in the logistic of WHO meetings in the Region.

• Provide administrative support to Director Program Management & Partnerships Specialist and professional staff stationed in HQs and subregional staff stationed in Country Offices in all matters related to facilitating the programming execution and evaluation of the Entity technical cooperation activities;

• Compose draft and prepare correspondence in English and Spanish pertaining to assigned duties on own initiative or from verbal/written instructions for signature of the Director; prepare draft translations of correspondence and other materials from English into Spanish and vice versa;

• Serve as PHE HR Partner in PMIS; monitor the status of key personnel actions and follow up on staff reassignments and hiring of temporary staff as needed; initiate and monitor the status of documentation for the appointment and recruitment of professional and general service staff consultants short-term professionals contractors and carry out the necessary steps in PMIS to successfully complete HRM actions including preparing the corresponding justifications for the contracts and authorization of payments for temporary staff.

• Brief new staff on office procedures and practices; facilitate the accommodation of new staff temporary advisors interns etc.;

• Administer the PAHO Corporate Credit Card assigned to the Teams; maintain a purchasing log by verifying accuracy of transaction on the monthly activity statements and mark records to identify worktags obtaining approval signatures for the purchases; upon receipt of monthly statement activity from the bank verify the transactions in PMIS and attach the corresponding invoices and receipts; maintain the security of the Purchasing Card and auditable files;

• Assist the Department Director technical staff in Headquarters and in Country Offices in times of emergency to ensure that disaster-related needs are being handled in a timely and accurate manner and follow up to ensure timely action of administrative processes;

• Create requisitions and purchase orders in the PMIS and process payments to suppliers;

• Participate in the implementation of PAHOs disaster and emergency response operations including being available for possible deployment if required;

• 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 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 andfacilitatestheir resolution in a respectful manner; tactfully resolves conflicts between or with others andtakes action to reduceanypossible tension; effectively builds a rapport with individuals and teamsestablishinggood personal and professional relationships as well as minimizing risk of potential conflict.

Respecting and valuingindividual differences: -Treats everyone with dignity and respect fostering positive relationships with onpersonal behavior to avoid stereotypes anddiscriminationconsideringsituations from the perspective of others.

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

Knowing and Managing Yourself:Remainproductive/Continuously learn-Remainsobjective 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: Workefficiently and independently/Deliver quality results/Takeresponsibility-Prioritizes workmonitorsown progress againstobjectivesand adapts plans asrequired; communicatesadjustmentsas necessary. Acts proactively and stimulates action as needed; handles problems effectively and high-quality results and workable solutions that meet clients needs. Works independently to produce new results and sets owntimelineseffectively and in working on new projects and for own success as well as for errors;learnsfrom experience.

TECHNICAL EXPERTISE

• Skills in planning organizing problem-solving and decision-making of office management processes.

• Ability to research analyze and organize information to prepare charts graphics reports etc.

• Ability to plan organize coordinate and carry out administrative processes such as maintenance of expenditure records and preparation of statistical or periodical reports.

• 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 minimal supervision and under pressure as a member of a work team.

EDUCATION

Essential: Certificate of completion of high school.

Desirable: Formal training in the commercial financial or administrative fields would be an asset.

EXPERIENCE

Essential: Six years of experience in administrative work related to project management activities including experience in financial and budgetary operations.

Desirable: Experience in corporate information systems including budget finance and human resources operations would be an asset.

LANGUAGES

Fluency in English and Spanish.

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.

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.