• Country: Washington D.C, USA
• No of vacancies: N/A
  
• Salary: N/A 
• Organization: WHO
• Gender: Both
• Deadline: 024-02-08

OBJECTIVE OF THE OFFICE/DEPARTMENT

This is a requisition for employment at the Pan American Health Organization (PAHO)/Regional Office of the World Health Organization (WHO)

The Special Program on Comprehensive Immunizations (CIM) is responsible for the promotion and coordination of technical cooperation and alliances to support Member States in achieving a sustainable and equitable reduction of morbidity, mortality, and burden of disease from vaccine-preventable diseases (VPD) through prevention, control, and elimination strategies. CIM seeks to revitalize Member States’ immunization programs through the application of innovative approaches, strategies, and best practices.

DESCRIPTION OF DUTIES

Under the direct supervision of the Executive Manager, CIM, the incumbent is responsible for, but not necessarily limited to, the following assigned duties:

1. Perform administrative support functions; provide direct administrative support to the Executive Manager, CIM and Advisors; coordinate agendas, as directed; maintain calendar of appointments and deadlines; assist in coordinating the overall administrative support functions within the Comprehensive Immunization Program (CIM);
2. Prepare routine correspondence in English and Spanish; draft articles, reports, technical documents, charts, and a variety of correspondence involving the use of technical terminology to ensure accuracy and conformance to PAHO style; prepare agendas and other material for use on official trips or special meetings;
3. Review all incoming correspondence which require action by the Executive Manager, CIM; identify urgent matters, and ensure that these are handled expeditiously, determining which can be answered by specific Office personnel; gather necessary background documentation for correspondence requiring action; make recommendations regarding the appropriate action to be taken; monitor to ensure that deadlines for responses are met; follow up with various personnel in the office for the submission of reports and formulation of correspondence;
4. Assist in the preparation of technical presentations, technical reports and articles by formatting and reviewing to improve clarity, conciseness and coherence;
5. Serve as liaison regarding logistical and operational processes and activities within the Program; communicate procedures to be followed for meetings of Technical Initiatives, Advisory Committees, etc.;
6. Prepare correspondence on own initiative or from verbal instructions for signature; prepare draft translations of correspondence and other materials from English into Spanish and vice versa;
7. Review all outgoing correspondence requiring the official signature; proofread for style, punctuation, grammar, spelling and adherence to the Organization’s standards and policies; recommend revisions to correspondence and other documents to ensure that they are clear and accurate in content;
8. Provide administrative support in the preparation of regional meetings, courses, seminars and virtual meetings, including the preparation of budget estimates on costs of personnel and participants’ travel; monitor the operational aspects involved in the organization of these activities such as local conference expenses and other financial needs; prepare correspondence and documentation as needed;
9. Brief and train new staff on administrative procedures and practices and provide guidance, as required;
10. Establish and maintain electronic files and controlled reference material; conduct research of files, reports, and other sources to obtain material requested and, when necessary, compile summaries;
11. Support the budgetary execution and the project’s financial resources in the corporate information system and any other databases for reporting needs, in coordination with advisors and project officers;
12. Assist in organizing travel arrangements for the department and support advisors and contingent workers when needed by obtaining concurrence, airline tickets, security clearance; gather and validate relevant background information for duty travel; assist with all necessary processes in PMIS, including spend authorization, purchase of airline tickets and expense reports;
13. Monitor the execution of funds in accordance with the approved budget allocations; monitor and update funds as received; review documentation and source of funds previous to the establishment and request of financial commitments of the Department; monitor the use of the funds; analyze expenditures,; determine availability of funds in each source amend financial commitments to ensure availability of funds for future activities; establish, monitor and ensure availability of funds; inform, when necessary, of funding and expenditure conditions that may affect the Projects’ operations;
14. Prepare documentation for the appointment and recruitment of professional and general service staff, contingent workers, short-term professionals, contractors, and carry out the necessary steps in PMIS to successfully complete HRM actions; serve as HR Partner within entity in PMIS;
15. Assist in the preparation of expenditure reports by donors; provide periodic updates on the status of grant deadlines and financial status, regulations and administrative procedures to facilitate the execution of all funds before expiration date of agreements; assist in the review and verification of financial reports to be presented to donors; p) Create requisitions and purchase orders in the PMIS and process payments to suppliers;
16. Perform other related duties; including backstopping for other CIM team members, as assigned.

REQUIRED QUALIFICATIONS

Education:

Essential: Certificate of completion of high school.

Desirable: Formal training as a secretary or administrative assistant would be an asset.

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/ 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: Five years of administrative work.

Desirable: Two years of experience in an international organization would be an asset.

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