Administrative Assistant

The Department of Evidence and Intelligence for Action in Health (EIH) is responsible for leading the Organization into a full fluid cycle that begins with the production and availability of quality basic and disaggregated data and the strengthening of information systems and digital transformation for health as fundamental pillars, the subsequent ethical use of data to produce health intelligence through analysis, modelling, forecasting, and data science to guide decisions and actions in health, knowledge generation and management to improve the access, use, and sharing of evidence in health, the prioritization of research agendas and resources to respond to Regional priorities, and culminating with knowledge translation to support evidence-based decisions and policy making in public health, including the implementation of research policy and bioethics programs and the management of the Pan American Journal of Public Health.

DESCRIPTION OF DUTIES

Under the direct supervision of the Unit Chief, Science and Knowledge for Impact (EIH/SK) the incumbent is responsible for, but not necessarily limited to, the following assigned duties:

• Type drafts, reports, articles, forms, and a variety of correspondence in English and Spanish using standard office computer software; draft, edit and review text for accuracy, correct spelling, and orderly presentation;
• Prepare correspondence on own initiative or from verbal or written instructions and finalize it for signature; prepare draft translations of correspondence and other documents; 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 in accordance with the Organization’s standards and policies;
• Assist in the coordination, preparation and development of internal and external technical meetings, conferences, seminars, workshops and studies, 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; prepare Excel Workbook for estimate costs meetings, work with Travel Agency to obtain itineraries, ticket purchases, follow up on Travel Authorizations and Expense Reports; provide secretarial/support functions as required; prepare letters of agreement, contracts, collective travel authorizations, requisitions, etc.; follow up on open contracts and the respective payments;
• 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 virtual filing system for correspondence, documents, publications, reference materials, etc.;
• Make travel arrangements for staff at Headquarters, as well as country office staff, consultants, and temporary advisors, including preparation of travel authorizations, travel reservations, checking visa requirements and other travel related requirements;
• Make draft translations of memoranda and other correspondence from English into Spanish and vice-versa: ensure completeness and adherence to established terminology:
• Organize and host Zoom and Teams meetings;
• Perform other related duties, 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).

Experience:

• Essential: Four years of general office or administrative work experience.

Source: https://careers.who.int/careersection/ex/jobdetail.ftl?job=2403691&tz=GMT%2B05%3A30&tzname=Asia%2FCalcutta

Desirable: Formal training as an administrative assistant, or university degree, would be an asset.

Languages:

Very good knowledge of English and Spanish.