Administrative Assistant II, Revolving Funds - (1700435)
Grade: G5
Contractual Arrangement: Fixed-Term Appointment
Contract duration: Two years, first year probationary period. Post of limited duration.
: May 17, 2017, 3:30:58 PM
: May 31, 2017, 11:59:00 PM
: United States-Washington, D.C.
: Health Systems and Services
: Full-time
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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
- Provide support for the overall management of processes for eligibility and technical requirements compliance of vaccines, medicines and health-related supplies under the Organization’s Revolving Fund mechanisms, including but not limited to bid solicitation processes and country claims; receive, review, and distribute all incoming requests; highlight the main topics identifying and referring items requiring immediate attention/decision to the appropriate technical officer;
- Classify, manage and archive all technical information sent by manufacturers, through the Procurement and Supply Management Department (PRO), for bid solicitations and requests for quotations (RFQs) for both PAHO Revolving Funds and maintain supplier/product databases;
- Receive, review, and distribute to the appropriate technical officer all incoming claims related to potential quality, safety, or efficacy of the products procured under the Organization’s Revolving Fund mechanisms;
- Assist in the development and implementation of a Quality Management System (QMS) for the products procured by the PAHO Revolving Funds (Revolving Fund and Strategic Fund);
- Assist in reviewing the technical information submitted by manufacturers for bid solicitations and RFQs for both Revolving Funds;
- Prepare summary reports indicating the level of compliance of the technical offers received for the Organization’s Revolving Fund mechanisms;
- Perform basic analysis and summary reports of potential claims received related to the quality, safety, or efficacy of products procured by the Organization’s Revolving Fund mechanisms;
- Provide administrative support when logistical arrangements are required for national and regional workshops, related to the Organization’s Revolving Fund mechanisms;
- Provide training and orientation to temporary and support staff on applicable Organization’s procedures and guidelines;
- Participate in the implementation and development of the technical activities of the Revolving Funds as defined in the Biennial Work Plan (BWP);
- Perform other related duties, as assigned.
REQUIRED QUALIFICATIONS
Education:
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:
Five years of experience in administrative work related to project management support activities, including experience in financial and budgetary operations. Five years of experience in administrative work related to procurement of health supplies and quality assurance or three years of administrative work related to procurement of health supplies and quality assurance, and one year of college or university level courses towards a declared major/minor in the area of science/business administration/procurement/quality management systems.
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. Behaves consistently in accordance with the Code of Ethics of the Organization.
- 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.
- 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.
- Administrative support for technical cooperation interventions: Searches for and furnishes relevant information about resource allocation and deadlines, potential critical points, risks and benefits, and other related aspects of available options to provide support for the technical cooperation teams.
- Information Management: Verifies that relevant information is obtained, processed, selected, and disseminated in area of work. Acquires the training to utilize technologies for processing information relative to the area of work in a logical and organized manner, which facilitates the dissemination of information, resulting in information that is consistent, valid and accurate. Keeps abreast of latest technologies for processing the information relevant to the area of work, and weighs its advantages/disadvantages.
- Accountability: Accurately and objectively provides information, as required, on one’s activities. Prepares accurate and objective reports on one’s activities and partial/final results. Can account for each of the specific tasks of one’s work.
Technical Expertise:
- Word processing in accordance with established 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: processing of procurements requests, meeting reports, preparation of formal publications, budget and expenditures records, and 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.
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, Workday, SPC Explorer RT, In-Tend and Project will be an asset.
REMUNERATION
Annual Salary: (Net of taxes)
US$ 44,337.00
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.
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.
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