Assistant to the Director – G06

Description

Coordination of the Offices (DPC and CEDOGR):

− Prepare & coordinate on her own initiative agendas of the Principal Advisor/ Director and the work of the areas.

− Manage the coordination and functioning of two offices with heavy work schedules, including planning, handling administrative and personnel issues, administrative rules and regulations, procedures, and practices.

− Anticipate requirements for background materials, research, and ensure briefing materials for appointments, meetings and missions are complete and up-to-date.

− Maintain continuous contact with officials of the General Secretariat, Permanent Missions and delegations of the OAS, to ensure the proper flow of information and communication to and from the offices.

− Coordinate Principal Advisor/Director national and international travel arrangements and schedules, maintaining contacts with liaison officers in places visited to ensure smooth completion. Follow up on travel request and travel expenses claims.

Management of project’s funds (for DPC):

− Manage the multi-media fund and oversee all the payments of the services offered by the DPC, which contributes to making the Department financially sustainable. Ensure to prevent errors and miscalculations that could negatively impact the fund and consequently the work of the DPC.

− Prepare billing for services, follow-up of payments from other areas.

− Prepare report on the revenues, expenses, and the financial state of the Multimedia Project’s funds.

Financial management (for DPC and CEDOGR):

− Manage ORACLE Platform to perform daily duties from generation of requisitions to process natural or legal consultants’ contracts or any purchases for CEDOGR or DPC.

– Performs verification, analysis, and execution of payment of invoices issued by the department.

– Monitoring and analysis of the Regular Fund and Special Funds of the Multimedia Project. − Coordinate and liaise with organizations which provide services to the offices, including vendors and providers of other resources.

− Generate vendors, produce purchase orders for services, materials, subscriptions, equipment and/or personnel as required.

– Within OASES system, review, evaluate and monitor billing and staff payments according to payment schedules.

– Generate payments for services provided by contracted personnel.

– Manage the Department’s Petty Cash- verifies, settles, and requests the recovery of fund expenses.

Procurement (for DPC and CEDOGR activities):

− Review requisitions for goods and services to ensure correct objects of expenditure have been charged and availability of funds.

− Create purchase orders for office supplies, process and monitor payments.

− Identify office technology, equipment, software and hardware needs/maintenance and process procurement request.

Human resources management (for DPC and CEDOGR):

− In the absence of the Principal Advisor/Director ensure the smooth running of the office by briefing the acting staff member in charge of ongoing issues and problems.

− Develop and manage lists for the administration and coordination of the offices, including personnel absences; focal points on issues inside and outside the Organization; events of interest to the area of work, etc.

− Propose solutions for the consideration of Director/Principal Advisor on personnel related problems and drafts confidential correspondence relating to staff matters on own initiative or based on information received.

− Organize and coordinates weekly staff/ad hoc meetings, prepares and circulates agenda, background information, minutes, and takes follow-up actions.

− Engage with the LMS System to support the Principal Advisor/Director in monthly reviews, monitoring of leave requests, and report completion for approval.

− Engage with the Performance Evaluation System, to support the Principal Advisor/ Director in managing the process to set objectives and complete evaluations.

General administration (for DPC and CEDOGR)

− Engage with the Expenses Authorization Request System (EARS) to review requests within OAS regulations; make recommendations on the approval of requests from all areas of the OAS (Headquarters and national offices).

− Identify and resolve diverse issues/problems as they arise and determine appropriate actions.

− Coordinate extensively with other service units and liaise frequently with internal team members.

− Assist in monitoring the implementation of Unit’s workplans, compliance with requirements, internal policies, and timelines.

− Organize and coordinate preparation of meetings, outreach events etc.

Management of office correspondence (for DPC and CEDOGR):

− Responsible for preparing correspondence in English and Spanish, taking initiative to draft correspondence on administrative and issues related to the management of the offices, including letters of acknowledgement, commendation, and notification.

− Closely monitors and manages confidential correspondence addressed to Principal Advisor/ Director.

− Create and maintain a register for incoming correspondence, routes correspondence to appropriate staff members for action, reviews signatures and/or the accuracy of information and files copies thereof.

Other responsibilities:

− Perform other related duties as transcriptions and others assigned including replacing and backstopping for others.

Qualifications:

Education & Experience:

Essential: High school or technical/commercial training and 7 years of relevant experience in administrative operations and/or secretarial work OR advanced training and 5 years of relevant experience.

Computer Skills: Ability to effectively work using Microsoft Office (e.g. Outlook, Word, and Excel) and software applicable to the area of work.

Languages:

Essential – Proficient in at least two of the following languages: English, French, Portuguese, and Spanish (read, write and communicate). Language proficiency examination will be required.

Desirable – Working knowledge of the other two languages.

Personal Competencies: Client Orientation, Knowledge Sharing, Teamwork, Interpersonal Skills. Ability to clearly communicate in the languages required for the post.

The GS/OAS embraces equality, diversity and inclusion. Thus, the GS/OAS, in accordance with its rules and regulations, is committed to providing equal opportunities in employment, achieving a diverse staff, and will take into account a wide geographic representation, as well as gender equity and equality, in the selection of candidates.

In accordance with paragraph f. of Article 44 of the General Standards, the official languages of the Organization are English, French, Portuguese, and Spanish. No candidate for a position in the General Secretariat subject to the competition requirement shall be contracted until he/she has passed language proficiency exams administered by the DHR in at least two of the official languages. Nevertheless, i) Any candidate, including staff member whose native language is one of those four languages shall only be required to demonstrate proficiency on an exam in one of the others; and (ii) Persons applying for G-1 and G-2 positions at Headquarters and G-3 driver/clerk positions in those Offices of the General Secretariat in the Member States where the language requirement unduly restricts the recruitment of otherwise qualified staff shall be exempt from this language proficiency requirement for as long as they occupy those positions. Subsequently, in order to be eligible to compete for a higher-level position, any staff member who has benefited from this exemption must demonstrate proficiency in a second official language of the Organization. (iii) A person selected as the best candidate may receive a fixed-term contract, which will be considered to have lapsed in case the person does not pass the required language examination within the 36 months following the appointment.

Please note that the mandatory retirement age for staff members at the General Secretariat of the OAS is 65 years.

Benefits:

– Paid Annual Leave: 21 days from 1st year. Increase to 30 days within 5 years.
– Sick Leave and Parental Leave.
– Health and Life Insurance: OAS pays 2/3 of premium health, 100% life
– Pension and Savings Plans: OAS contributes 14% of pensionable remuneration to a Retirement and Pension Plan. Staff contribute 7%.