Administrative Assistant I

Vacancy Notice No: PAHO/12/FT477

Title: Administrative Assistant I

Grade: G4

Contract type: Fixed-Term Appointment

Duration of contract:  Until 31 December 2013. Post of Limited Duration. First year Probationary period

Application Deadline: 5 January 2013
Currently accepting applications

Duty Station:  Washington, D.C., United States of America

Organization unit: AM Americas (AM)
Health Surveillance, Disease Prevention and Control/Alert & Response and Epidemic Diseases (HSD/IR)
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OBJECTIVES OF THE PROGRAMME :
Promote, coordinate, and implement technical cooperation activities to reduce health, social and economical burden of communicable and non communicable diseases, focusing in the surveillance, prevention and control, in ways that are technically sound and appropriate for the culture and society; strive to achieve sustainable impact through strengthened country capacity and effective inter-country collaboration; and strengthen the coverage and quality of the health and vital statistics in the Region as the national capacity to monitor their health situation.
Description of duties:
Under the general supervision of the Manager, Health Surveillance, Disease Prevention and Control (HSD), and the direct supervision of the Senior Advisor, IHR, Alert & Response and Epidemic Diseases (HSD/IR), the incumbent is responsible for, but not necessarily limited to, the following assigned duties:
a) Type drafts, reports, articles, forms, and a variety of correspondence in English and Spanish using standard office computer software; draft, edit and review text for accuracy, correct spelling, and orderly presentation of the text;
b) Draft correspondence as required or on own initiative for administrative processes pertinent to various projects in accordance with the Organization's standards and procedures for clearance and signature;
c) Assist in the coordination, preparation and development of internal and external technical meetings, conferences, seminars, workshops and studies, including: the preparation of agendas, compilation and assembly of background information for documents, publications, and final reports; coordinate logistical arrangements ensuring compliance with staff and participants' travel procedures and practices; provide secretarial/support functions as required; prepare letters of agreement, contracts, collective travel authorizations, letters of invitation;
d) Perform support functions, including but not limited to: placing and answering telephone calls; receiving visitors; arranging appointments and keeping a calendar of these appointments; locating background material and files; compiling data for the preparation of correspondence and/or reports; assembling correspondence for mailing; etc.;
e) Maintain an organized and updated filing system for correspondence, documents, computer office files, reference materials,
f) Make travel arrangements for staff at Headquarters, as well as country office staff, consultants, and temporary advisors, including preparation of travel authorizations, travel reservations, checking visa requirements and other travel related requirements;
g) Provide administrative support related to updating the planning system for the Biennial Work Plan (BWP), including updating activities and tasks, tracking of achievements of milestones; requesting obligations, etc.;
h) Perform other duties as assigned.
REQUIRED QUALIFICATIONS
Education:
High school diploma with formal training in the commercial or administrative field.
Skills:
Key Behavioral Competencies
Intrainstitutional Action: Acts in a manner that is consistent with the policies the organization must operate within. Consistently conducts oneself in accordance with the Standards of Conduct for the International Civil Service. Conducts in a manner that reflects a behavior that is fair, consistent and equitable. Behaves consistently in accordance with the Code of Ethics of the Organization.
Teamwork: Builds and maintains mutually beneficial productive interpersonal relationships based on trust, within the Organization. Participates willingly, supports team decisions, is a "good team player", does his or her share of the work.
Service Orientation: Distributes helpful information to clients. Gives friendly, cheerful service.
Administrative support for technical cooperation interventions: Gives information that helps the Organization and the technical cooperation team's point of view. Performs work support from a general perspective and demonstrates an understanding of the complexity reality in which the Organization operates.
Continuous Learning: Seeks knowledge and sources of learning with colleagues. Finds new sources of information in order to make a better contribution to the team. Keeps focused on the organizational policies, processes and practices already established.
External Action: Establishes and maintains identifiable, results-oriented mutually beneficial productive relations and partnerships with counterparts in other institutions and sectors. Able to sustain working relationships with people in other institutions.

Technical Expertise
- Word processing in accordance with established standards.
- Ability to prepare working translations, and write/originate routine and non routine correspondence and reports in English and Spanish.
- 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: meetings, maintenance of expenditures records, acquisitions of supplies and equipments, preparation of statistical or periodical reports, etc.

IT Skills
Demonstrated ability to effectively use a computer and utilize software programs such as Microsoft Office Word, Excel, PowerPoint, SharePoint and Outlook. Other IT skills and knowledge of other software programs such as Visio and Project would be an asset.
Experience:
Four years of general office or administrative work experience.
Languages:
Very good knowledge of Spanish and English.
Additional Information:
ALL APPLICANTS ARE REQUIRED TO COMPLETE AN ON-LINE PERSONAL HISTORY FORM 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 HOLD A PERMANENT LOCAL WORKING PERMIT (US CITIZENSHIP OR 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 MAY BE USED TO FILL OTHER POSITIONS IN THE ORGANIZATION THAT MAY BECOME VACANT AT A LATER DATE, AND WHICH HAVE SIMILAR REQUIREMENTS AND DUTIES AS THE ONES STATED IN THIS NOTICE.
Annual salary: (Net of tax)
US$ 37,593.00 at single rate
Online applications are strongly encouraged to enable WHO to store your profile in a permanent database. Please visit WHO's e-Recruitment website at: www.who.int/employment. The system provides instructions for online application procedures.
All applicants are encouraged to apply online as soon as possible after the vacancy has been posted and well before the deadline stated in the vacancy announcement.
WHO is committed to workforce diversity.
Any appointment/extension of appointment is subject to WHO Staff Regulations, Staff Rules and Manual. Only candidates under serious consideration will be contacted.To apply click