Administrative Assistant

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Description

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• 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);
• 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;
• 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;
• Assist in the preparation of technical presentations, technical reports and articles by formatting and reviewing to improve clarity, conciseness and coherence;
• 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.;
• 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;
• 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;
• 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;
• Brief and train new staff on administrative procedures and practices and provide guidance, as required;
• 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;
• 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;
• 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;
• 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;
• 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;
• 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;
• Perform other related duties; including backstopping for other CIM team members, as assigned.

• 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.

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