Administrative Assistant

The RRF special program comprises two funds – Revolving Fund for Access to Vaccines (RF) and Strategic Fund for Public Health Supplies (SF). The special program is commissioned to facilitate cross-functional integration, collaboration, and optimization of processes and value-added services between the SF and RF to address new and evolving strategic and technical needs of Member States for vaccines and strategic public health supplies. The RF is a technical cooperation mechanism that ensures equitable access to safe, effective, and affordable vaccines through the pooling of vaccine demand from Member States. The SF is a technical cooperation mechanism to improve access to quality-assured, safe, effective, and affordable essential medicines, and strategic public health supplies. The RF and SF provide technical cooperation to Member States throughout the supply chain and are central components of PAHO’s strategy to move towards Universal Health.

DESCRIPTION OF DUTIES

Under the direct supervision of the Executive Manager, Special Program, Regional Revolving Funds (RRF), the incumbent is responsible for, but not necessarily limited to, the following assigned duties:

• Assist in the planning, consolidation and implementation of the Biennial Work Plan (BWP), monitor financial execution and expiration of Voluntary Contributions and Emergency Funds and prepare periodic financial reports to keep the Executive Manager and Unit Chiefs informed of unobligated balances and upcoming deadlines;
• Assist in the review of administrative guidelines and procedures, implement and monitor the internal processes for efficient operations of the Entity’s projects such as recruitment of staff, contingent workers, service contracts, letters of agreements, requisitions and purchase orders. Inform the RRF staff of new regulations and procedures and closely follow up on their compliance. Serve as liaison between FRM, and PRO/Corporate and HRM;
• Coordinate the RRF meetings, courses and seminars, including venue selection and country consent request, prepare budget estimates, correspondence and meeting documents as needed; coordinate necessary processes for travel, security clearance and visa arrangements; monitor the operational aspects involved in the organization of these activities such as local conference expenses and other financial needs. Provide administrative support to the RRF, including organizing the RRF Executive Manager’s agenda;
• Review all documentation for the appointment and recruitment of professional and general service staff, contingent workers, short[1]term professionals and contractors; and carry out the necessary steps in PMIS to complete HRM actions successfully; serve as HR Partner within the entity in PMIS;
• 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.;
• 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;
• Coordinate the administrative services of the office, distributing special assignments to other administrative support staff; brief and train new staff on administrative procedures and practices and provide guidance as required; supervise agency temps;
• Organize the RRF SharePoint site, ensure proper maintenance of records and promote information sharing among the RRF staff;
• Initiate and/or approve HR and finance and procurement-related actions in the PASB Management Information System (PMIS, including spend authorization, purchase of airline tickets and expense reports;); recruitment and payment of contingent workers, requisitions and purchase orders;
• 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;
• Support the team to establish and prepare Standard Operating Procedures (SOPs) and Standard Calendar to achieve consistency in team operations;
• Perform other related duties, including backstopping for other RRF team members, as assigned.

REQUIRED QUALIFICATIONS

Education:

Essential: Certificate of completion of high school.

Desirable: A bachelor’s degree in administration. Training in financial systems 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. PAHO, only considers official degrees 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).

Experience:

• Essential: Six years of experience in administrative work related to project management activities, including experience in financial and budgetary operations.
• Desirable: Experience in corporate information systems, including budget, finance and human resources operations would be an asset.

Languages:

• Very good knowledge of English and Spanish.

Source: https://careers.who.int/careersection/ex/jobdetail.ftl?job=2405095