Administrative Assistant

The Department of Noncommunicable Diseases and Mental Health (NMH) is responsible for promoting, coordinating, and implementing technical cooperation activities related to the prevention, control, and surveillance of noncommunicable diseases (NCDs) and mental, neurological and substance abuse disorders, including their risk factors, disabilities and rehabilitation, road safety and unintentional injuries, as well as prevention of and response to violence in all its forms. NMH raises political, public, and professional awareness and helps policymakers, health authorities, practitioners, and communities understand the burden of the most common NCDs, mental, neurological and substance use disorders, their related risk factors, and associated conditions. NMH promotes multi-sector and multi[1]stakeholder strategies that strengthen the capacity of Member States to promote and protect health through public policies, programs, services and surveillance, that reduce risks, improve NCD and mental health prevention, diagnosis, treatment, and self-management support to reduce the disease burden and improve the physical, mental, and social well-being of the population.

DESCRIPTION OF DUTIES

Under the general supervision of the NMH Director, and the direct supervision of the NMH/MH Unit Chief, the incumbent is responsible for, but not necessarily limited to, the following assigned duties:

• Prepare written documents in English and in Spanish by typing reports, completing forms, and a variety of other correspondence using standard office computer software. This includes drafting, editing and reviewing text for accuracy, correct grammar and spelling, and logical presentation of information;
• Write memos and official organizational correspondence in English and in Spanish on own initiative or from verbal or written instructions and finalize it for signature; prepare draft translations of correspondence; 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, 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 activities 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) and semester workplan (PTS), including updating activities and tasks, tracking of achievements of milestones; request obligations, etc.;
• Provide assistance on financial monitoring of the MH unit budget, including monitoring grants expenditures and balances, and assisting with monthly financial reports;
• Perform other related duties, as assigned.

REQUIRED QUALIFICATIONS

Education:

• Certification 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. 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:

• Four years of general office or administrative work experience.

Languages:

• Proficient in written and oral English and Spanish

Source: https://careers.who.int/careersection/ex/jobdetail.ftl?job=2405321