Executive Assistant-(2000100)Grade : G6Contractual Arrangement : Fixed-term appointmentContract duration : Two years, first year probationary period.
OBJECTIVE OF THE OFFICE / DEPARTMENT
PAHOCountry Offices are responsible for ensuring that the Pan American HealthOrganization / World Health Organization (PAHO / WHO) country program oftechnical cooperation and its country presence providesadequate support to the national health development process and, at the sametime, enables countries to shape the sub regional, regional, and global healthagendas.
The PAHO / WHO Country Office is the basic organizational unit fortechnical cooperation with the country / ies, drawing on PAHO / WHO resources fromall levels and all parts of the Organization.
DESCRIPTION OF DUTIES
Under the direct supervisionof the PAHO / WHO Representative, the incumbent is responsible for, but notnecessarily limited to, the following assigned duties :
Arrangeappointments and maintain the PAHO / WHO Representative’s calendar, receivevisitors, place and answer telephone calls, handle confidential and sensitivematters with great discretion;
prepare agendas and other material for theRepresentative for use on official trips or special meetings;
Handlematters of protocol; make arrangements for meetings with high-ranking officialsand coordinate meetings organized by the Representative;
assist inadministrative issues relating to national institutions, host governments inter-actingwith the PAHO / WHO Representative;
maintain up-to-date lists of names, addressesand telephone numbers of Ministers, Government Officials, members of theDiplomatic Corps and any other institutions which have contact with thePAHO / WHO Office in the country;
Review all incoming correspondencewhich requires action by the Representative; review for substance, identifyurgent matters and ensure that these are handled expeditiously;
determine whichcan be answered by specific Office personnel; gather necessary backgrounddocumentation for correspondence requiring action by the Representative;
makerecommendations regarding the appropriate action to be taken; monitor to ensurethat deadlines for responses are met;
follow up with various Office personnel andother organizational components on the submission of reports and correspondence;
Prepare correspondence, faxes, reports, email, etc. fromgeneral instructions and on own initiative; follow up on pending matters andhandle confidential material;
type and process correspondence, presentations, reports and other documents involving the use oftechnical terminology using standard office computer software;
Brief prospectivecandidates or new appointees on benefits and conditions of employment; informstaff members on administrative procedures related to official travel, annualleave, sick leave, health insurance benefits and other personnel matters;
Review all outgoingcorrespondence requiring the signature of the Representative; proofread forstyle, punctuation, grammar, spelling and adherence to the Organization’sstandards and policies;
recommend revisions to correspondence and otherdocuments to ensure that they are clear and accurate in content;
Assist in thepreparation of technical presentations, technical reports and articles byreviewing, correcting and / or rewriting texts to improve clarity, concisenessand coherence;
prepare and verify the content of tables, graphs, and charts;follow up with staff under the Representative on the submission of reports andcorrespondence in order to meet established deadlines;
Coordinatethe secretarial services of the Office, distributing special assignments toother secretaries; review all outgoing correspondence to ensure accuracy,correct spelling and punctuation and ensure conformance to establishedpractices and procedures;
brief and train new administrative support staff and provideguidance on office procedures;
Establishand maintain files and controlled reference material; maintain the confidentialfiles; search files and compile pertinent information as required;
Performother administrative functions such as : compile background data for preparationof correspondence and / or reports;
follow-up on the submission of reports;assemble correspondence for mailing; incoming correspondence and route it tothe corresponding staff;
Organizethe PWR's travel plans and make necessary arrangements, including obtainingairline tickets, required visas, hotel reservations, assist with spendauthorizations and expense reports;
prepare and assemble background materialsrequired by the PWR for duty travel;
Ensurethat the process for the preparation of staff members’ yearly performanceplanning and evaluation is completed, including the scheduling of meetings withthe PWR;
Participatein administrative and technical staff meetings;prepare "aide-memoire" of resolutions aswell as distribute them to participants;
follow up theactions to be taken;
Inclose collaboration with the Administrator, assist with and coordinate the HRfunctions of the Office in respect of all fixed-term and short-term UnitedNations (UN) positions and positions hired under local conditions ofemployment (contingent workers);
prepare and process contracts for contingentworkers (consultants : NPCs, IPCs; local positions through local employmentagency, etc.
initiate and / or approvehuman resources (HR) related actions in the corporate information system;
Serve as HR Partnerin the PAHO Management Information System (PMIS), and act as HR focal point forHuman Resources matters with HRM at Headquarters;
Perform other relatedduties as assigned.
SKILLS : PAHO Competencies :
Overall attitude at work : Maintains integrity and takes a clear ethical approach and stance; demonstratescommitment to the Organization’s mandate and promotes the values of theOrganization in daily work and behavior;
is accountable for work carried out inline with own role and responsibilities; is respectful towards, and trusted by,colleagues and counterparts.
Teamwork : Creates team spirit; promotes collaboration and open communication in the team;proactively supports others;
welcomes team responsibilities and drives teamresults; promotes knowledge sharing in the team. Proactively identifies conflicts andfacilitates their resolution in a respectful manner;
tactfully resolvesconflicts between or with others and takes action to reduce any possibletension; effectively builds a rapport with individuals and teams, establishinggood personal and professional relationships, as well as minimizing risk ofpotential conflict.
Respecting and promoting individual and culturaldifferences : Treats all people with dignity and respect.Relates well to people with different cultures, gender, orientations,backgrounds and / or positions;
examines own behavior to avoid stereotypicalresponses; considers issues from the perspective of others and values theirdiversity.
Communication : Foresees communication needs of audience and targets message accordingly. Facilitates open communication;
encouragesothers to share their views openly and takes time to understand and considertheir views. Writes down ideas in aclear, structured, logical and credible way;
drafts and supports the developmentof guidelines, policies and procedures. Shares relevant information openly and ensures that the sharedinformation is understood;
considers knowledge sharing as a constructiveworking method and demonstrates awareness of the Organization.
Knowing and Managing Yourself : Remains objective and focused even in a changing and moving environment;continues to display positive behavior when facing some constraints;
keeps challengesin perspective. Effectively controls ownemotions, avoiding displaying them inappropriately; continues to show positiveattitude when producing individual results, as well as supporting team’s work;
continues to be collaborative with others, even in stressful and challengingcircumstances. Sees feedback as a keyelement in personal and professional development;
displays a high level ofself-awareness in response to positive and negative feedback, accepts negativefeedback positively, moving forward quickly and constructively.
Seeks all relevantinformation for decision making from a wide range of sources; quickly learnsnew competencies and skills that expand role capability;
shows rapidunderstanding of new and / or complex information relevant to job.
Producing Results : Prioritizes work and makes planning / Organizationaladjustments as necessary; seeks clarification from supervisor on timelines, asneeded.
Uses feedback and inputs from supervisor to achieve results. Producesquality results and has frequent discussions with supervisor to achieve results.
Is action-oriented and sees tasks through to completion. Shows understanding ofown role and responsibilities in relation to expected results.
Solicits and accepts direction and guidancefrom supervisor and team members and takes responsibility for own work andactions, as appropriate.
Moving forward in a changing environment : Activelysupports Organizational change initiatives and demonstrates personal commitmentto them, including when faced with new demands;
proposes workable solutions to challengingsituations. Engages in positiveresponses to a changing environment and promotes workable solutions to achieveown and team’s results.
Welcomes, andactively seeks to apply, new ideas, approaches and working methods andtechnologies in order to improve own and / or team’s work processes and results;
demonstrates commitment to Organizational change initiatives.
Technical Expertise :
Abilityto write / originate routine and non-routine correspondence and reports.
Abilityto prepare working translations.
Abilityto plan, organize, coordinate and carry out administrative processes suchas : meetings, personnel matters, budgetand expenditure records, acquisition of supplies.
Ability to research, analyze and organizeinformation in order to prepare charts, graphics, reports, etc.
Abilityto organize and monitor protocol arrangements in accordance with establishedstandards.
Knowledgeof human resources practices and procedures combined with the ability to explainpolicies, regulations, standards and established guidelines which form thebasis for personnel decisions and actions.
Abilityto coordinate, monitor and control administrative services affecting severalprojects and involving the allocation of work, developing / adjusting operationalprocedures, evaluating priorities, coordinating and supporting internal day-to-dayactivities, etc.
Abilityto supervise, including skills in planning, organizing, evaluating,problem-solving and decision-making of office management matters.
Essential : Certificationof completion of high school.
Desirable : Training in businessadministration would be an asset.
Essential : Six yearsof general office or administrative work experience, including supervisoryresponsibilities .
Desirable : Administrativeexperience working in an international environment -including frequentinteraction with high level government, executive and other officials- will beconsidered an asset.
Verygood knowledge of Spanish and English.
IT Skills :
Demonstrated ability to effectively use a computer and utilizesoftware programs such as Microsoft Office Word, Excel, PowerPoint, SharePointand Outlook.
Other IT skills andknowledge of other software programs such as Visio and Project would be anasset.
REMUNERATION Annual Salary : (Net of taxes) MEX P$485,606.00