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Administrative Technician I

Washington D.C.

  • Organization: WHO - World Health Organization
  • Location: Washington D.C.
  • Grade: Administrative support - GS-6, General Service - No need for Higher Education - Locally recruited position
  • Occupational Groups:
    • Operations and Administrations
    • Technology, Electronics and Mechanics
    • Communicable Diseases and Environmental Determinants of Health
  • Closing Date: Closed

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 Communicable Diseases and Environmental Determinants of Heath Department (CDE) promotes, coordinates, and implements technical cooperation activities directed toward the surveillance, prevention, control, and elimination of communicable diseases and zoonosis that are technically sound and appropriate for the political and sociocultural context in which they are implemented. It strives to achieve a sustainable impact on health by providing normative guidance, furthering the implementation of evidence-based interventions, and fostering alliances that strengthen country capacity, improve the effectiveness of inter-country collaboration, and facilitate policy and decision-making processes through improved health information coverage, analysis and quality at all levels.


DESCRIPTION OF DUTIES

Under the general supervision of the Director, Communicable Diseases and Environmental Determinants of Heath Department (CDE), and the direct supervision of the Administrative Officer, the incumbent is responsible for, but not limited to, the following assigned duties\:

  1. Assist the Department Director, Unit Chiefs, technical advisors in Headquarters and in Country Office, and the Administrative Officer in the planning, compilation and preparation of the Biennial Work Plan (BWP), including monitoring allocation of regular and extra-budgetary funds by projects and expected results.  Monitor the financial implementation of the annual program of work by maintaining the computerized database up-to-date with the constant upgrading of the system; matching and balancing data between the Organization’s financial systems;
  2. Update budget and financial information in PMIS system; monitor the status of   budget execution and the project’s financial resources in the corporate information system and any other databases for reporting needs; provide feedback to enhance existing databases;
  3. Initiate and/or approve budget and finance related actions in the corporate information system for staff and contingent workers;
  4. Verify the execution of funds in accordance with the approved budget allocations; monitor and update funds as received; review documentation and source of funds previous 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; 
  5. Coordinate with Program Budget and/or Finance Department transfer of funds and initiate the required steps in PMIS to carry out this activity;
  6. Monitor the financial execution of the program budget; assist in the preparation of expenditure reports by donors; provide periodic updates on the status of grants 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;
  7. Assist in the review of administrative guidelines and procedures; implement and monitor the internal procedures for the efficient operation of Projects’ 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, donor 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 between   PBU, FRM, PRO, HRM, and LEG on administrative matters for the Entity;
  8. Provide administrative support in the preparation of regional meetings, 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 conferences’ expenses and other financial needs. Facilitate the mobilization of CDE staff to WHO activities and in the logistic of WHO meetings in the Region;
  9. Provide administrative support to Department Director, Administrative Officer, Unit Chiefs, and professional staff stationed in HQs and sub regional staff stationed in Country Offices in all matters related to facilitating the programming, execution and evaluation of the Entity technical cooperation activities. 
  10. 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;
  11. Maintain all administrative records related to the Projects’ staff, to include\: extension of contracts, performance evaluation reports, job description reviews, reassignments, recruitment of short-term staff under the different contract types of the Organization, as well as 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.;
  12. 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 marks 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; maintaining the security of the Purchasing Card and auditable files;
  13. Perform other related duties, as assigned.
 
REQUIRED QUALIFICATIONS
Education\:

Essential\:   Certification of completion of high school. 

Desirable\:  Formal training in the commercial, financial or administrative operation fields.

 

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


SKILLS\:
PAHO Competencies\:
  • Overall attitude at work\: Maintains integrity and takes a clear ethical approach and stance; demonstrates commitment to the Organization’s 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\: 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 team.  Proactively identifies conflicts and facilitates their resolution in a respectful manner; tactfully resolves conflicts between or with others and takes action to reduce any possible tension; effectively builds a rapport with individuals and teams, establishing good personal and professional relationships, as well as minimizing risk of potential conflict.
  • Respecting and promoting individual and cultural differences\: Treats all people with dignity and respect. Relates well to people with different cultures, gender, orientations, backgrounds and/or positions; examines own behavior to avoid stereotypical responses; considers issues from the perspective of others and values their diversity.
  • Communication\: Foresees communication needs of audience and targets message accordingly.  Facilitates open communication; encourages others to share their views openly and takes time to understand and consider their views.  Writes down ideas in a clear, structured, logical and credible way; drafts and supports the development of guidelines, policies and procedures.  Shares relevant information openly and ensures that the shared information is understood; considers knowledge sharing as a constructive working method and demonstrates awareness of the Organization.
  • Knowing and Managing Yourself\: Remains objective and focused even in a “changing and moving” environment; continues to display positive behavior when facing some constraints; keeps challenges in perspective.  Effectively controls own emotions, avoiding displaying them inappropriately; continues to show positive attitude when producing individual results, as well as supporting team’s work; continues to be collaborative with others, even in stressful and challenging circumstances.  Sees feedback as a key element in personal and professional development; displays a high level of self-awareness in response to positive and negative feedback, accepts negative feedback positively, moving forward quickly and constructively. 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.
  • Moving forward in a changing environment\: Actively supports Organizational change initiatives and demonstrates personal commitment to them, including when faced with new demands; proposes workable solutions to challenging situations.  Engages in positive responses to a changing environment and promotes workable solutions to achieve own and team’s results.  Welcomes, and actively seeks to apply, new ideas, approaches and working methods and technologies in order to improve own and/or team’s work processes and results; demonstrates commitment to Organizational change initiatives.
 
Technical Expertise\:
  • Skills in planning, organizing, problem-solving, and decision-making 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 expenditures records, preparation of statistical or periodical 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 work team
 
Languages\:

Very good knowledge of 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.

 
REMUNERATION
Annual Salary\: (Net of taxes)
US$ 50,532.00

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 Washington, D.C. are open to Washington, D.C. metropolitan area residents only. Candidates must be U.S. Citizens or hold a 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 is now closed.
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