Job Vacancies Pan American Health Organization (PAHO)
Position: Administrative Assistant I
Location: United States of America ( The ), Washington
Closing Date: Monday, 27 August 2012
OBJECTIVES OF THE PROGRAMME:
The Area of Procurement and Supply Management, (PRO) processes a wide range of procurement and contracting actions in support of health related activities and administrative support requirements for Country Offices, Centers and Headquarters Offices. PRO also processes procurement actions in support of WHO Regional Offices.
Description of duties:
Under the direct supervision of the Manager, Procurement and Supply Management (PRO), the incumbent is responsible for, but not necessarily limited to, the following assigned duties:
a) Record and track the receipt and transmission of official actions to and from PRO. Provide periodic reports on the status of actions, the timeliness of processing;
b) Receive, review, and distribute all incoming mail, highlighting the main topics therein; identify and refer items requiring immediate attention/decision to the appropriate Team;
c) Enter the purchase order requisitions received from Headquarters and Country Offices utilizing the computerized procurement information system (ADPIC); update receipts of invoices and link to the appropriate PRO staff in charge of processing payment;
d) Type drafts, reports, articles, forms, and a variety of correspondence in English and Spanish using standard office computer software; draft editing and reviewing text for accuracy, correct spelling, neat and orderly presentation of the text;
e) Draft correspondence as required or on own initiative for administrative processes following the Organization’s standards and procedures for clearance and signature;
f) Assist in the coordination, preparation and development of PRO training meetings and workshops, including: the preparation of agendas, compilation and assembly of background information for documents, publications, and final reports; coordinate logistical arrangements ensuring compliance with staff and participants’ travel procedures and practices; provide secretarial/support functions as required; prepare letters of invitation, etc.,
g) Perform support functions for project staff, including but not limited to: placing and answering telephone calls; receiving visitors; arranging appointments and keeping a calendar of these appointments; locating background material and files; compiling data for the preparation of correspondence and/or reports; assembling correspondence for mailing, etc.;
h) Maintain an organized and updated filing system for correspondence, documents, computer office files, reference materials, maintenance of office supplies;
i) Make travel arrangements for the professionals, as well as field staff short-term consultants, and temporary advisors, including preparation of travel authorizations, travel reservations, checking visa requirements and other travel related requirements;
j) Provide administrative support related to updating the planning system for the Biennial Work Plan (BWP), including updating activities and tasks, tracking of achievements of milestones; requesting obligations, etc.;
k) Serve as back-up for the duties of the Administrative Assistant III in the Area; coordinate the administrative support of the office of the Manager of PRO, including but not limited to arranging meetings, travel and other work commitments, including compiling necessary background material and documentation;
l) Perform other related duties as assigned.
High school diploma with formal training in the commercial or administrative field.
Key Behavioral Competencies:
– Intrainstitutional Action: Acts in a manner that is consistent with the policies the organization must operate within. Consistently conducts oneself in accordance with the Standards of Conduct for the International Civil Service. Conducts in a manner that reflects a behavior that is fair, consistent and equitable.
– Teamwork: Builds and maintains mutually beneficial productive interpersonal relations hips based on trust, within the Organization. Participates willingly, supports team decisions, is a “good team player”, does his or her share of the work.
– Service Orientation: Distributes helpful information to clients. Gives friendly, cheerful service.
– Administrative support for technical cooperation interventions: Gives information that helps the Organization and the technical cooperation team’s point of view. Performs work support from a general perspective and demonstrates an understanding of the complexity reality in which the Organization operates.
– Continuous Learning: Seeks knowledge and sources of learning with colleagues. Finds new sources of information in order to make a better contribution to the team. Keeps focused on the organizational policies, processes and practices already established.
– External Action: Establishes and maintains identifiable, results-oriented mutually beneficial productive relations and partnerships with counterparts in other institutions and sectors. Able to sustain working relationships with people in other institution
– Word processing in accordance with established standards.
– Ability to write/originate routine correspondence and reports in English and Spanish.
– Ability to prepare working translations.
– Ability to plan, organize, coordinate and carry out administrative processes.
– Ability to maintain databases, input data, and prepare reports and documentation including special charts.
– Skills in the use of automated systems and specialized mainframe software associated with assigned responsibilities.
– Ability to organize, and carry out administrative processes such as: meetings, acquisition of supplies and equipment, preparation of reports, etc
Demonstrated ability to effectively use a computer and utilize software programs such as Microsoft Office Word, Excel, PowerPoint, SharePoint and Outlook. Other IT skills and knowledge of other software programs such as Visio and Project would be an asset.
Four years of general office or administrative work experience.
Experience in procurement work and in automated systems.
Very good knowledge of Spanish and English.
ALL APPLICANTS ARE REQUIRED TO COMPLETE AN ON-LINE PERSONAL HISTORY FORM TO BE CONSIDERED FOR THIS POST.
ADMINISTRATIVE/SUPPORT POSITIONS IN WASHINGTON, D.C. ARE OPEN TO WASHINGTON, D.C. METROPOLITAN AREA RESIDENTS ONLY. CANDIDATES MUST HOLD US CITIZENSHIP OR PERMANENT RESIDENT ALIEN CARD (GREEN CARD.)
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.
THIS VACANCY MAY BE USED TO FILL OTHER POSITIONS IN THE ORGANIZATION THAT MAY BECOME VACANT AT A LATER DATE, AND WHICH HAVE SIMILAR REQUIREMENTS AND DUTIES AS THE ONES STATED IN THIS NOTICE.
(Net of tax)
US$ 36,677.00 at single rate
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.
PAHO has a smoke-free environment and does not recruit smokers or users of any form of tobacco.
Regional Office of the World Health Organization
525 Twenty-third Street, N.W.
Washington, D.C. 20037
(202) Tel: 974-3000, Fax: 974-3663