Executive Assistant

  • Added Date: Thursday, 11 August 2022
  • Deadline Date: Thursday, 01 September 2022
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Qualifications

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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)

PAHO Country Offices are responsible for ensuring that the Pan American Health Organization / World Health Organization (PAHO/WHO) country program of technical cooperation and its country presence provides adequate support to the national health development process and, at the same time, enables countries to shape the sub regional, regional, and global health agendas. The PAHO/WHO Country Office is the basic organizational unit for technical cooperation with the country/ies, drawing on PAHO/WHO resources from all levels and all parts of the Organization.

DESCRIPTION OF DUTIES

Under the direct supervision of the PAHO/WHO Representative, the incumbent is responsible for, but not necessarily limited to, the following assigned duties:

  1. Arrange appointments and maintain the PAHO/WHO Representativeโ€™s calendar, receive visitors, place and answer telephone calls, handle confidential and sensitive matters with great discretion; prepare agendas and other material for the Representative for use on official trips or special meetings;
  2. Handle matters of protocol; make arrangements for meetings with high-ranking officials and coordinate meetings organized by the Representative; assist in administrative issues relating to national institutions, host governments interacting with the PAHO/WHO Representative; 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 PAHO/WHO Office in the country;
  3. Review all incoming correspondence which require action by the Representative; review for substance, identify urgent matters and ensure that these are handled expeditiously; determine which can be answered by specific Office personnel; gather necessary background documentation for correspondence requiring action by the Representative; make recommendations regarding the appropriate action to be taken; monitor to ensure that deadlines for responses are met; follow up with various Office personnel and other organizational components on the submission of reports and correspondence;
  4. Prepare correspondence, reports, email, etc. from general instructions and on own initiative; follow up on pending matters and handle confidential material; type and process correspondence, presentations, reports and other documents involving the use of technical terminology using standard office computer software;
  5. Brief prospective candidates or new appointees on benefits and conditions of employment; inform staff members on administrative procedures related to official travel, annual leave, sick leave, health insurance benefits and other personnel matters;
  6. Review all outgoing correspondence requiring the signature of the Representative; 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;
  7. 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 with staff under the Representative on the submission of reports and correspondence in order to meet established deadlines;ย ย ย ย 
  8. Coordinate the secretarial services of the Office, distributing special assignments to other secretaries; review all outgoing correspondence to ensure accuracy, correct spelling and punctuation and ensure conformance to established practices and procedures; brief and train new administrative support staff and provide guidance on office procedures;
  9. Establish and maintain electronic files and controlled reference material; maintain the confidential files; search files and compile pertinent information as required;
  10. Perform other administrative functions such as: compile background data for preparation of correspondence and/or reports; follow-up on the submission of reports; assemble correspondence for mailing; incoming correspondence and route it to the corresponding staff;
  11. Organize the PWR's travel plans and make necessary arrangements, including obtaining airline tickets, required visas, hotel reservations, assist with spend authorizations and expense reports; prepare and assemble background materials required by the PWR for duty travel;
  12. Ensure that the process for the preparation of staff membersโ€™ yearly performance planning and evaluation is completed, including the scheduling of meetings with the PWR;
  13. Participate in administrative and technical staff meetings; prepare \"aide-memoires\" of resolutions as well as distribute them to participants; follow up the actions to be taken;
  14. In close collaboration with the Administrator, assist with and coordinate the HR functions of the Office in respect of all fixed-term and short-term United Nations (UN) positions and positions hired under local conditions of employment (contingent workers); prepare and process contracts for contingent workers (consultants: NPCs, IPCs; local positions through local employment agency, etc.); initiate and/or approve human resources (HR) related actions in the corporate information system;
  15. Serve as HR Partner in the PAHO Management Information System (PMIS), and act as HR focal point for Human Resources matters with HRM at Headquarters;
  16. Perform other related duties as assigned.

    REQUIRED QUALIFICATIONS

    Education:

    Essential:ย ย  Certificate of completion of high school.

    Desirable: ย Training in business administration 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.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 to support the validation process.

    Experience:

    Essential: Six years of general office or administrative work experience, including supervisory responsibilities.

    Desirable: Administrative experience working in an international environment-including frequent interaction with high level government, executive and other officials- will be considered an asset.ย 

This vacancy is archived.

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