Exciting Opportunity! Join WHO as an Administrative Assistant | $50,792 Annual Salary
Join WHO as an Administrative Assistant
Job Title: Administrative Assistant II – (2310753)
Position Level: G5
Type of Appointment: Fixed-term contract (One year with a first-year probationary period)
Contract Duration: Post of limited duration
Job Posting Date: December 18, 2023, 5:35:11 PM
Closing Date: January 9, 2024, 12:59:00 AM
Location: United States-Washington, D.C.
Department: Regional Revolving Funds
Work Schedule: Full-time
Join WHO as an Administrative Assistant
IMPORTANT NOTICE: Please be aware that the application deadline mentioned above reflects your personal device’s system settings. Join WHO as an Administrative Assistant
OBJECTIVE OF THE OFFICE/DEPARTMENT:
This position is for employment at the Pan American Health Organization (PAHO)/Regional Office of the World Health Organization (WHO). Join WHO as an Administrative Assistant
The Regional Revolving Funds Special Program (RRF) consists of two funds: the Revolving Fund for Access to Vaccines (RF) and the Strategic Fund for Public Health Supplies (SF). The program aims to facilitate cross-functional integration, collaboration, and optimization of processes and value-added services between SF and RF to address the evolving needs of Member States for vaccines and strategic public health supplies. RF ensures equitable access to safe, effective, and affordable vaccines, while SF improves access to quality-assured essential medicines and strategic public health supplies. Both funds play a crucial role in PAHO’s strategy to move towards Universal Health. Join WHO as an Administrative Assistant
DESCRIPTION OF DUTIES:
Under the general supervision of the Executive Manager, Special Program, Regional Revolving Funds (RRF), and the direct supervision of the Chief, Strategic Fund for Public Health Supplies (RRF/SF), the incumbent will be responsible for, but not limited to, the following assigned duties: Join WHO as an Administrative Assistant
a) Perform administrative support functions, such as coordinating and organizing appointments and calendars, handling telephone calls, drafting routine correspondence in English and Spanish, preparing articles, reports, technical documents, and assisting in official trips or special meetings. Join WHO as an Administrative Assistant
b) Review incoming correspondence for RRF/SF, identify urgent matters, ensure timely action, gather background documentation, and make recommendations for administrative actions. Join WHO as an Administrative Assistant
c) Assist in preparing technical presentations, reports, and articles, reviewing and improving texts for clarity, conciseness, and coherence, and verifying the content of tables, graphs, and charts. Join WHO as an Administrative Assistant
d) Serve as a liaison for logistical and operational processes, communicating procedures for meetings, and coordinating with other offices within the Organization. Join WHO as an Administrative Assistant
e) Prepare correspondence, draft translations between English and Spanish, and review outgoing correspondence for style, punctuation, grammar, spelling, and adherence to organizational standards. Join WHO as an Administrative Assistant
f) Assist in coordinating, preparing, and implementing internal and external meetings, conferences, seminars, or events, including recruitment of temporary staff and contingent workers, as well as travel and visa arrangements. Join WHO as an Administrative Assistant
g) Coordinate administrative services, distribute special assignments, brief and train new staff members, and provide guidance on administrative procedures. Join WHO as an Administrative Assistant
h) Initiate and/or approve HR and finance-related actions in the PASB Management Information System (PMIS), including recruitment of consultants, short-term professionals, and contractors. Join WHO as an Administrative Assistant
i) Identify opportunities to streamline, automate, or eliminate office processes, collaborating with ITS and other stakeholders as needed.
j) Support the team in establishing and preparing Standard Operating Procedures (SOPs) and a Standard Calendar to ensure consistency in team operations.
k) Perform other related duties and provide backstopping for other RRF/SF team members, as assigned.
REQUIRED QUALIFICATIONS:
Education:
– Essential: Certificate of completion of high school.
Experience:
– Essential: Five years of administrative work experience.
Skills:
– Proficiency in English and Spanish.
– Ability to write routine and non-routine correspondence and reports in English and Spanish.
– Skills in planning, organizing, problem-solving, and decision-making of office management processes.
– Ability to research, analyze, and organize information for various documents.
– Strong IT skills, including the use of current technology and software such as Microsoft Excel, Outlook, OneDrive, PowerPoint, Teams, SharePoint, and Word.
PAHO Competencies:
– Overall attitude at work, teamwork, respecting and promoting individual and cultural differences, communication, knowing and managing yourself, producing results.
Languages:
– Very good knowledge of English and Spanish.
REMUNERATION:
Annual Salary (Net of taxes): USD $50,792.00
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.
– PAHO/WHO is an ethical organization that maintains high standards of integrity and accountability.
– PAHO/WHO is committed to workforce diversity and has a smoke-free environment.
For more information on PAHO, please visit: http://www.paho.org
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