Administrative Assistant II 67 views

Administrative Assistant II  (1900543)  
Grade: G5
Contractual Arrangement: Fixed-term appointment
Contract duration: Two years, first year probationary period. Post of limited duration.
: 

Job Posting

: Feb 1, 2019, 7:48:52 PM

Closing Date

: Feb 22, 2019, 10:59:00 PM

Primary Location

: Barbados-Bridgetown

Organization

: PAHO Health Emergencies

Schedule

: Full-time  

IMPORTANT NOTICE: Please note that the deadline for receipt of applications indicated above reflects your personal device’s system settings. 
.

OBJECTIVE OF THE OFFICE/DEPARTMENT

This
is a requisition for employment at the Pan American Health Organization
(PAHO)/Regional Office of the World Health Organization (WHO)


The objective of the Health
Emergencies Department (PHE) of the Pan American Health Organization (PAHO/WHO)
is to increase health sector resilience to emergencies and disasters. PHE
assists Member States to strengthen the health sector’s 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.


DESCRIPTION OF DUTIES

Under the general
supervision of the Administrative Officer, PWR/ECC, and the direct supervision
of the Disaster Reduction Advisor, the incumbent is responsible for, but not
limited to, the following assigned duties:

  1. Assist the Advisor and
    PHE team in the planning, compilation and preparation of Biennial Work Plans
    (BWP) and the allocation of regular and extra-budgetary funds by projects and
    expected results;
  2. Support the preparation, review and/or modification of
    administrative and financial documentation, including budgets and support
    documentation, for internal or external use; initiate and/or approve budget and
    finance related actions in the PAHO Management Information System (PMIS); serve
    as Finance Partner within entity for PMIS;
  3. Support implementation
    of PMIS procedures to effectively execute multi-project funds according to
    their specifications (e.g. grant details, expiration date, expenditure,
    financial reporting); assist in budget monitoring, ensuring timelines are met
    as per objectives, and notify technical officers on their status;
  4. Organize and make administrative arrangements to deploy
    PAHO disaster response teams and LSS/SUMA teams, as directed by the Disaster
    Reduction Advisor;
  5. Support technical staff in implementing the technical
    cooperation plans, ensuring that administrative procedures are fulfilled;
    support the preparation or review of the costing of technical cooperation plans
    and evaluation of those costs within the framework of the biennial program
    budget (BWP); semiannual program of work (PTS), evaluations and other related
    planning and programming tools;
  6. Assist in administering the PAHO Corporate
    Credit Card assigned to the Team; maintain a purchasing log and verify accuracy
    of transactions on the monthly activity statements, as well as obtain approval
    signatures for the purchases; upon receipt of monthly statement activity from
    the bank, send to FRM for settlement with the bank, retaining proof of
    receipt/delivery with original statements; maintain the security of the
    Purchasing Card and auditable files;
  7. Review all incoming correspondence which require action
    by the Technical Team; 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 administrative
    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;
  8. Provide administrative support for the organization
    of sub-regional and national meetings, courses, and seminars, including the
    preparation of budget estimates on costs of personnel and participants’ travel;
    manage all administrative arrangements for conferences and meetings;
  9. Process documentation
    for the recruitment and appointment of
    contingent workers and contractors, carrying out the necessary steps in
    PMIS to successfully complete HRM actions; serve as HR Partner within
    entity in PMIS;
  10. Prepare input for
    presentations, such as graphics, charts and tables, using standard office
    computer software;
  11. Prepare
    correspondence on own initiative or from verbal/written instructions for
    signature; review all outgoing correspondence requiring official signature;
    proofread for style, punctuation, grammar, spelling and adherence to the
    Organization’s standards and policies; recommend revisions to correspondence
    and other documents to ensure that they are clear and accurate in content;
  12. Establish and
    maintain physical and electronic files and controlled reference material;
    conduct research of files, reports, and other sources to obtain material
    requested and, when necessary, compile summaries;
  13. Assist in
    coordinating 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 give guidance, as required;
  14. Assist in the
    preparation of expenditure reports for donors; provide periodic updates on
    grant deadlines, financial status, 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;
  15. Assist in organizing
    travel for the Team, and support personnel as necessary to obtain concurrence,
    airline tickets, security clearance, gather and consolidate relevant background
    information for duty travel; assist with all relevant processes in PMIS, when
    necessary;
  16. Create requisitions
    and purchase orders in the PMIS and process payments to suppliers;
  17. Participate in the
    implementation of PAHO’s disaster and emergency response operations, including
    being available for deployment, if required;
  18. Perform other related
    duties as assigned.
REQUIRED QUALIFICATIONS
Education:
Essential:   Certificate of completion of high school.

Desirable:  Training in commercial or
administrative fields would be an asset.

In the event that your candidature is retained for an
interview, you will be required to provide, in advance, a scanned copy of the
degree(s)/diploma(s)/certificate(s) required for this position.  WHO, only considers higher educational
qualifications obtained from an institution accredited/recognized in the World
Higher Education Database (WHED), a list updated by the International
Association of Universities (IAU) / United Nations Educational, Scientific and
Cultural Organization (UNESCO).  The list
can be accessed through the link: 
http://www.whed.net/.  PAHO will also use the databases of the
Council for Higher Education Accreditation
http://www.chea.org/search/default.asp and
College Navigator, found on the website of the National Centre for Educational
Statistics,
https://nces.ed.gov/collegenavigator to
support the validation process.


Experience:

Essential:   Five years of administrative
work experience.


Desirable:  Experience in corporate
information systems, including budget, finance and human resources operations,
as well as in health emergencies, would be an asset.


SKILLS:

PAHO Competencies:
  • Intrainstitutional Action: Displays, through
    behavior, understanding of PAHO’s values and mission. Seeks information on and
    acts with understanding of the Organization’s expectations while advancing
    further the understanding and application of its policies.  Shows interest and concern for the activities
    related to his/her work in conjunction with the mission, values, vision and
    policies of the organization. Behaves consistently in accordance with the Code
    of Ethics of the Organization.
  • Teamwork: Encourages team members, adds
    significant contribution when participating in internal and external work
    teams, and leads through personal example the virtues of team
    success–collaboration, trust, transparency and joint responsibilities.  Builds and maintains mutually beneficial
    productive interpersonal relations based on trust, inside and outside the
    Organization. Keeps every team member informed as well as shares relevant and
    useful information.
  • Service Orientation: Follows through on the
    client inquiries, requests and complaints. Keeps client up-to-date about
    progress of projects. Monitors client satisfaction.
  • Administrative support for technical
    cooperation interventions: Searches for and furnishes relevant information
    about resource allocation and deadlines, potential critical points, risks and
    benefits, and other related aspects of available options to provide support for
    the technical cooperation teams.
  • Devising the budget for interventions and
    cost optimization: Provides the necessary information to ensure that
    intervention plans include the optimal allocation of financial resources,
    guaranteeing that the activities are executed, and the results achieved.
  • Communication:  Establishes and proactively engages in
    productive dialogues in one’s work inside and outside the Organization and
    assists in the building of consensus. Seeks to share information with others
    within the organization, both face to face and through communication and
    information technology systems as appropriate.
  • Accountability: Adheres to quality cost
    standards. Plans and prepares one’s work based on those standards.  Can account for the results of their own
    work.
Technical Expertise:
  • Skills
    in the use of automated budgetary/financial systems and specialized mainframe
    or minicomputer software associated with assigned responsibilities.
  • Skills
    in planning, organizing, problem-solving, and decision-making in respect 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 a team.
Languages:

Very good knowledge of English and a working knowledge of
French or 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.


REMUNERATION
Annual Salary: (Net of taxes)
$56,277 Barbadian dollars
ADDITIONAL INFORMATION (Local Recruitment)

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


Only candidates under serious consideration will be
contacted.


A written test may be used as a form of screening.

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


For information on PAHO please visit: http://www.paho.org
PAHO/WHO is committed to workforce diversity.

PAHO/WHO has a smoke-free environment and does not
recruit smokers or users of any form of tobacco.


PAHO offers an attractive compensation package including
an annual net salary (subject to mandatory deductions for pension contributions
and health insurance).
 Other benefits
include: 30 days annual leave, dependency benefits, pension plan, and health
insurance scheme.


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


Administrative/support positions in Barbados are open to Bridgetown
area residents only.  Candidates must be Barbadian
citizens or be a permanent legal resident in the country.


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 document for organizational
purposes.


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