Administrative Assistant II (CAM)

  • Added Date: Wednesday, 29 June 2022
  • Deadline Date: Wednesday, 20 July 2022
7 Steps to get a job in the United Nations

.

Qualifications

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 PAHO Subregional Program for Central America (CAM) is responsible for the strategic positioning of health within the highest political organs of the Subregional Integration Mechanisms in Central America; for providing subregional technical cooperation to advance the public health agenda within the Central American Subregion; and for building synergistic partnerships with the subregional institutions. PAHOโ€™s subregional technical cooperation specifically focuses on public health issues which would benefit from economies of scale and for which agreement on proposed collective responses and actions would produce a far greater impact rather than individual country responses.ย  The Subregional Program also plays a role in coordinating technical cooperation among the different PAHO country offices.ย 

DESCRIPTION OF DUTIES

Under the direct supervision of the Subregional Program Director, Central America (SPD-CAM), the incumbent is responsible for, but not necessarily limited to, the following assigned functions:

  1. Perform administrative support functions; provide direct administrative support to the Subregional Program Director, Central America (SPD-CAM) and Advisors; coordinate the SPD-CAMโ€™s agenda; maintain calendar of appointments and deadlines; assist in coordinating the overall administrative support functions within the entity;
  2. Handle matters of protocol; make arrangements for meetings with high-ranking officials and coordinate meetings organized by the SPD-CAM; assist in administrative issues relating to national institutions and member states of the subregion; maintain up-to-date lists of names, addresses and telephone numbers of Ministers, Government Officials, members of the Diplomatic Corps and any other institutions which have contact with the SPD-CAM office in the country;
  3. Prepare routine correspondence in Spanish and English; 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;
  4. Review all incoming correspondence which require action by the SPD-CAM; 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 that deadlines for responses are met; follow up with various personnel in the Office for the submission of reports and formulation of correspondence;
  5. Assist in the preparation of technical presentations, technical reports and articles by reviewing, correcting and/or rewriting texts to improve clarity, conciseness and, coherence; prepare and verify the content of tables, graphs, and charts; follow-up on the submission of reports and correspondence in order to meet established deadlines;
  6. Serve as liaison regarding logistical and operational processes and activities within the entity, as well as with other offices throughout the Organization; communicate procedures to be followed for meetings of Governing Bodies, Advisory Committees, etc.;
  7. 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;
  8. Review all outgoing correspondence requiring the official signature; proofread for style, punctuation, grammar, spelling and adherence to the Organizationโ€™s standards and policies; recommend revisions to correspondence and other documents to ensure that they are clear and accurate in content;
  9. Assist in the coordination, preparation and implementation of internal and external meetings, conferences, seminars, or other events, including virtual events/meetings; prepare correspondence and documentation as needed;
  10. Brief and train new staff on administrative procedures and practices and give guidance, as required;
  11. Establish and maintain electronic files and controlled reference material; conduct research of files, reports, and other sources to obtain material requested and, when necessary, compiling summaries;
  12. Initiate and monitor the status of documentation for the recruitment and appointment of professional and general service staff, consultants, short-term professionals, contractors, and carry out the necessary steps in the PASB Management Information System (PMIS) to successfully complete HR actions;
  13. Initiate and/or approve HR, budget and finance related actions in PMIS for staff and contingent workers; serve as HR Partner within entity in PMIS;
  14. Update budget and financial information in the PMIS system; monitor the status of budget execution and the projectโ€™s financial resources in the corporate information system and any other databases for reporting needs;
  15. Participate in the preparation and implementation of the entityโ€™s Biennial Work Plan (BWP), budget and technical evaluation reports; provide assistance for matters related to the BWP; review and monitor budgetary and financial information in the PMIS system; monitor the status of budgetary execution and the projectโ€™s financial resources in PMIS and other databases, reporting any issues to the SPD-CAM; verify the execution of funds in accordance with the approved budget allocations;
  16. 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;
  17. Assist in the preparation of budgets and the establishment of grant details for extra-budgetary funded projects from major donors and partners; observe the conditions of agreements; provide periodic updates to SPD-CAM on the status of grant deadlines and financial status, regulations and administrative procedures to facilitate the execution of funds before expiration date of agreements;
  18. 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;
  19. Perform other related duties, as assigned.

    REQUIRED QUALIFICATIONS

    Education:

    Essential: Certificate of completion of high school.

    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.ย  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).ย  The list can be accessed through the link:ย  http://www.whed.net/.ย  PAHO will also use the databases of the Council for Higher Education Accreditation http://www.chea.org/ and College Navigator, found on the website of the National Centre for Educational Statistics, https://nces.ed.gov/collegenavigator

This vacancy is archived.

Recommended for you