Vacancy Notice No:
PAHO/13/FT66
Grade: G6
Contract type:
Fixed-Term Appointment
Duration of
contract: Post of Limited Duration.
First year probationary period.
Organization unit: AM
Americas (AM)
Financial Resources
Management (FRM)
OBJECTIVES OF THE
PROGRAMME :
The Area of Financial
Resources Management (FRM) oversees the financial transactions of the
Organization by establishing its financial regulations and rules, as well as
the accounting policies and procedures; monitors the inflow of funding and
utilization of resources; processes the disbursements of funds; prepares the
Organization's financial statements including the reporting of regular funds
and extra-budgetary funds; is responsible for investments, banking, and
financial analysis; monitors the country offices' financial administration,
Staff Health Insurance, settlement of U.S. taxes, and the processes and systems
within FRM's area of responsibility.
Description of
duties:
Under the direct
supervision of the Manager, the incumbent is responsible for, but not limited
to, the following assigned duties:
a) Arrange
appointments and maintain the Manager's calendar, receive visitors, place and
answer telephone calls, handle confidential and sensitive matters with great
discretion; prepare agendas and other material for the Manager for use on
official trips or special meetings; screen, with considerable tact, all
requests to speak to or see the Manager; establish the purpose of the request
and determine which requests can be handled by self or other Area teams;
b) Review all
incoming correspondence which requires action by the Manager; review it for
substance, identify urgent matters and ensure that these are handled
expeditiously; determine which can be answered by specific Area personnel;
gather necessary background documentation for correspondence requiring action
by the Manager; make recommendations regarding the appropriate action to be
taken; monitor that deadlines for responses are met; follow up with various
Area personnel and other organizational components on the submission of reports
and correspondence;
c) Collaborate with
the Acting Manager, in the absence of the Manager, in matters related to the
everyday activities of the Area; follow up on administrative and programmatic
actions resulting from duty travel of the Manager;
d) Serve as liaison
regarding logistical and operational processes and activities between the
Manager and staff in the Area, as well as with other offices throughout the
Organization; communicate procedures to be followed for meetings of Governing
Bodies, Advisory Committees, Evaluation missions, etc.;
e) Draft the Briefing
Book Documents for the Director, Deputy Director, Assistant Director, and
Director of Administration, based on information from FRM professional staff
regarding the overview of the status of PAHO, WHO, and center's quota
assessments; the status of the procurement of vaccines, strategic public health
supplies; the level of implementation of the biennial work plan and voluntary
contributions, etc.
f) Assist in the preparation
of PowerPoint presentations for Governing Bodies' meetings, FRM briefings for
PWRs, Center Directors, Administrators, and new staff orientation;
g) Update and
maintain the FRM organizational chart and FRM pictorial directory which
includes the specific responsibilities by FRM staff members, as well as their
contact information;
h)Coordinate with the
Area of Human Resources Management (HRM) on matters related to FRM staff,
including processing personnel requests and staff training requests; assisting
in recruitment of temporary staff for FRM; maintaining control of
administrative procedures and follow-up;
i) Provide
administrative support for the Performance Planning and Evaluation System
(PPES) process of staff reporting to the Manager, including the scheduling of
meetings with the Manager and sending reminders to ensure that staff is working
on their respective performance objectives and evaluation;
j) 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 the FRM Advisors under the Manager on the submission of reports
and correspondence in order to meet established deadlines;
k) Prepare
correspondence on own initiative or from verbal instructions for signature of
the Manager; prepare draft translations of correspondence and other materials
from English into Spanish and vice versa;
l) Coordinate the
administrative services of the Area, distributing special assignments to other
administrative support staff; provide backup to the Area timekeeper to maintain
the flexitime and leave records of FRM staff; assist in maintaining general and
confidential files for the Financial Resources Management Area;
m) Review all
outgoing correspondence requiring the signature of the Manager; proofread for
style, punctuation, grammar, spelling and adherence to PAHO's standards and
policies; recommend revisions to correspondence and other documents to ensure
that they are clear and accurate in content;
n) Establish and
maintain files and controlled reference material; maintain the confidential
files of the Manager; conduct research of files, reports, and other sources to
obtain material requested by the Manager and, when necessary, compiling
summaries;
o) Track the program
planning, execution and financial status of FRM's biennial work plan and funds;
record allotments; establish pre-obligations; record resource allocations
established by the Manager; notify FRM to liquidate available obligation balances;
provide periodic status reports to the FRM Advisors; and raise matters to the
attention of the Manager when resource decisions are required;
p) Organize the
Manager's travel plans and make necessary arrangements, including obtaining
airline tickets, required visas, hotel reservations, travel authorizations and
travel claims; prepare and assemble background materials required by the
Manager for duty travel;
q) Monitor the status
of key personnel actions and follow up with the appropriate Teams on staff reassignments
and hiring of temporary staff, as needed; assist the Manager in the
administrative process for the recruitment and selection of staff in the Area;
r) Perform other
related duties, as assigned.
REQUIRED
QUALIFICATIONS
Education:
Essential: High school diploma
with formal training in the administrative/financial fields.
Skills:
Key Behavioral
Competencies
Intrainstitutional
Action:
Displays, through behavior, understanding of
PAHO's values and mission. Seeks information on and acts with understanding of
the Organization's expectations while advancing further the understanding and
application of its policies. Shows interest and concern for the activities
related to his/her work in conjunction with the mission, values, vision and
policies of the organization. Behaves consistently in accordance with the Code
of Ethics of the Organization.
Teamwork:
Encourages team members, adds significant
contribution when participating in internal and external work teams, and leads
through personal example the virtues of team success--collaboration, trust,
transparency and joint responsibilities. Builds and maintains mutually
beneficial productive interpersonal relations based on trust, inside and
outside the Organization. Keeps every team member informed as well as shares
relevant and useful information.
Service Orientation:
Follows through on the client inquiries, requests and complaints. Keeps client
up-to-date about progress of projects. Monitors client satisfaction.
Devising the budget
for interventions and cost optimization: Provides the necessary information to
ensure that intervention plans include the optimal allocation of financial
resources, guaranteeing that the activities are executed and the results
achieved.
External Action
: Establishes and
maintains identifiable, results-oriented mutually beneficial relations and
partnerships with counterparts in other institutions and sectors. Able to
sustain working relationships with people in other institutions.
Communication:
Establishes and proactively engages in productive dialogues in one's work
inside and outside the Organization, and assists in the building of consensus.
Seeks to share information with others within the organization, both face to
face and through communication and information technology systems as
appropriate.
Technical Expertise
·
-
Ability to write/originate routine and non-routine correspondence and reports
in English and Spanish and ability to prepare working translations.
·
-
Ability to plan, organize, coordinate and carry out administrative processes
such as: meetings, personnel matters, preparation of formal publications,
budget and expenditures records, acquisition of supplies.
·
-
Ability to research, analyze and organize information in order to prepare
charts, graphics, reports, etc.
·
-
Ability to coordinate, monitor and control administrative services affecting
several projects and involving the allocation of work, developing/adjusting
operational procedures, evaluating priorities, coordinating and supporting
internal day-to-day activities, etc.
·
-
Ability to supervise, including skills in planning, organizing, evaluating,
problem-solving and decision-making of office management matters.
·
-
Skills in planning, organizing, evaluating, problem-solving and decision-making
of routine office management processes.
·
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 specialized application software in the area of finance will
be an asset.
Experience:
Essential: Six years
of experience in accounting, finance, and/or administrative work, or four years
of experience in accounting, finance and/or administrative work, and one year
of college or university level courses towards a declared major/minor in the
area of accounting and/or finance, or two years of experience in accounting,
finance and/or administrative work, and two years of college or university
level courses towards a declared major/minor in the area of accounting and/or
finance.
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 VISA (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$ 48,859.00 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.
Currently accepting
applications
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