Administrative Assistant I,
Washington DC, United States
(G-4)
World Health Organization (WHO)
Closing date: Wednesday, 31 May 2017
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Administrative Assistant I - (1700613)
Grade: G4
Contractual Arrangement: Fixed-Term Appointment
Contract duration: One year, first year probationary period. Post of limited duration.
Job Posting
: May 17, 2017, 3:35:36 PMClosing Date
: May 31, 2017, 11:59:00 PMPrimary Location
: United States-Washington, D.C.Organization
: Health Systems and ServicesSchedule
: Full-time
.
OBJECTIVE OF THE OFFICE/DEPARTMENT
The primary objective of the Department of Health Systems and Services is to strengthen health systems based on Primary Health Care, supporting universal health coverage. Its work encompasses the following areas: strengthening of health systems governance for social protection in health; strengthening of regulatory frameworks and financial protection for progressive realization of the right to health; organizing people-centered, integrated health service delivery; promoting access to and rational use of quality, safe, and effective health technologies; strengthening national health research systems, and promoting the integration of scientific knowledge into health care, health policies, and technical cooperation; and developing human resources for health.
DESCRIPTION OF DUTIES
Under the general supervision of the Director, Health Systems and Services (HSS), and direct supervision of the Unit Chief, Human Resources for Health (HSS/HR), the incumbent is responsible for, but not limited to, the following assigned duties:
- 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 ensure orderly presentation;
- Prepare correspondence on own initiative or from verbal or written instructions and finalize for signature; prepare draft translations of correspondence and other documents; format and prepare in final form a variety of documents in English and Spanish; review, proofread and recommend revisions to correspondence and other material for the clearance/signature of the corresponding Advisor, ensuring clarity and accuracy in content, according to the Organization’s standards and policies;
- 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, etc.;
- Assist in the preparation of technical presentations, technical reports and articles by reviewing, correcting and/or rewriting texts to improve clarity, conciseness and coherence;
- 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.;
- Maintain an organized and updated filing system for correspondence, documents, publications, reference materials, etc.;
- 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; request obligations, etc.;
- Perform other related duties, as assigned.
REQUIRED QUALIFICATIONS
Education:
Essential: High school diploma with formal training in the commercial or administrative 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: Four years of general office or administrative work experience.
SKILLS:
PAHO 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.
- 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.
Technical Expertise:
- Word processing in accordance with establish standards
- Ability to write/originate routine and non routine correspondence and reports in English and Spanish
- Ability to prepare working translations
- Ability to plan, organize, coordinate and carry out administrative processes such as: meetings, preparation of reports, acquisition of supplies
- Ability to research, analyze and organize information in order to prepare charts, graphics, reports, etc.
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, SharePoint and Outlook. Other IT skills and knowledge of other software programs such as Visio and Project will be an asset.
REMUNERATION
Annual Salary: (Net of taxes)
US $38,893.00
ADDITIONAL INFORMATION
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 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 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.