Administrative Assistant II

• Country: Washington D.C.
• No of vacancies: N/A
  
• Salary: N/A 
• Organization: WHO
• Gender: Both h
• Deadline:  2024-01-08

DESCRIPTION OF DUTIES

Under the general supervision of the Executive Manager, Special Program,Regional Revolving Funds (RRF), and the direct supervision of the Chief, Strategic Fund for Public Health Supplies (RRF/SF), the incumbent is responsible for, but not limited to, the following assigned duties:

1. a)Perform administrative support functions, including but not limited to coordinating and organizing the appointments and calendar of the Chief, Strategic Fund for Public Health Supplies (RRF/SF); placing and answering telephone calls, handling routine calls or forwarding calls to the appropriate officer(s); receiving visitors; preparing routine correspondence in English and Spanish; drafting articles, reports, technical documents, charts, and a variety of correspondence involving the use of technical terminology; preparing agendas and other material for use on official trips or special meetings;
2. b)Review all incoming correspondence which require action by RRF/SF; identify urgent matters, and ensure that these are brought to the attention of responsible staff; gather and validate background documentation for correspondence requiring action; make recommendations regarding appropriate administrative actions to be taken; follow up with various personnel in the office for the submission of reports and preparation of correspondence to ensure established deadlines are met;
3. c)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;
4. d)Serve as liaison regarding logistical and operational processes and activities, as well as with other offices throughout the Organization; communicate procedures to be followed for meetings of Governing Bodies, Advisory Committees, etc.;
5. e)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;
6. f)Review all outgoing correspondence requiring 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;
7. g)Assist in the coordination, preparation and implementation of internal and external meetings, conferences, seminars, or other events; prepare correspondence and documentation as needed; initiate documents for recruitment of temporary staff and contingent workers for meeting support; assist with travel and visa arrangements;
8. h)Coordinate the administrative services of the office, distributing special assignments to other administrative support staff; brief and train new staff members on administrative procedures and practices and provide guidance as required;
9. i)Initiate and/or approve HR, and finance related actions in the PASB Management Information System (PMIS); approve actions for staff and contingent workers and serve as HR Partner and Finance Partner within entity in PMIS;
10. j)Initiate documentation for the recruitment of consultants, short-term professionals, and contractors and carry out the necessary steps in PMIS to successfully complete HR actions;
11. k)Assist in identifying office processes that could be streamlined, automated or eliminated; collaborate with ITS and other stakeholders to streamline and/or automate tasks as needed;
12. l)Support the team to establish and prepare Standard Operating Procedures (SOPs) and Standard Calendar to achieve consistency in team operations;
13. m)Perform other related duties, including backstopping for other RRF/SF team members, as assigned.

REQUIRED QUALIFICATIONS

Education:

Essential: Certificate of completion of high school.

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 experience.

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