Administrative Assistant I

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:

a)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;

b)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;

c)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;

d)Assist in the preparation of technical presentations, technical reports and articles by reviewing, correcting and/or rewriting texts to improve clarity, conciseness and coherence;

e)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.;

f)Maintain an organized and updated virtual filing system for correspondence, documents, publications, reference materials, etc.;

g)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;

h)Make draft translations of memoranda and other correspondence from English into Spanish and vice-versa: ensure completeness and adherence to established terminology:

i)Organize and host Zoom and Teams meetings;

j)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).The list can be accessed through the link:.PAHO will also use the databases of the Council for Higher Education Accreditation and College Navigator, found on the website of the National Centre for Educational Statistics, to support the validation process.

Experience :

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

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

SKILLS :

PAHO Competencies:

· Overall attitude at work : Maintains integrity and takes a clear ethical approach and stance; demonstrates commitment to the Organization’s mandate and promotes the values of the Organization in daily work and behavior; is accountable for work carried out in line with own role and responsibilities; is respectful towards, and trusted by, colleagues and counterparts.

· Teamwork: Collaborate and cooperate with others - Demonstrates team spirit and actively participates in the work of the team; is supportive towards colleagues.

· Respecting and promoting individual and cultural differences : - Relate well to diversity in others and capitalize on such diversity. 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 stereotypical responses; considers issues from the perspective of others and values their diversity.

· Communication : Express oneself clearly when speaking/Write effectively - Clarifies quality and quantity needed in achieving set objectives with supervisor and immediate colleagues.Listens attentively and does not interrupt other speakers.Produces simple and clear written messages with few, if any, grammatical and spelling errors (, e-mails, memos, letters, correspondence.

· Knowing and Managing Yourself : Remain productive/Manage stress / Continuously learn - Stays productive when given new directions and remains focused despite competing demands. Manages stress positively; remains positive and productive, even under pressure and/or in challenging circumstances.Identifies areas for acquiring new knowledge and learns new tasks relevant to job.

· Producing Results : Work efficiently and independently/Deliver quality results/Take responsibility - Prioritizes work and makes planning/Organizational adjustments as necessary; seeks clarification from supervisor on timelines, as needed. Uses feedback and inputs from supervisor to achieve results. Produces quality results and has frequent discussions with supervisor to achieve results. Is action-oriented and sees tasks through to completion. Shows understanding of own role and responsibilities in relation to expected results. Solicits and accepts direction and guidance from supervisor and team members and takes responsibility for own work and actions, as appropriate. Shows commitment and engagement when completing tasks. Takes responsibility for errors and learns from experience, as appropriate.

Technical Expertise:

–Word processing in accordance with established standards.

–Ability to write/originate routine and non routine correspondence and reports in English and Spanish.

–Ability to prepare working translations.

–Ability to plan, organize, coordinate and carry out administrative processes such as: meetings, preparation of reports, acquisition of supplies.

–Ability to research, analyze and organize information in order to prepare charts, graphics, reports, etc.

Languages:

Very good knowledge of English and Spanish.

IT Skills:

Demonstrated ability to effectively use current technology and software, as well as Enterprise Resource Planning (ERP). Other IT skills and knowledge of software programs such as Microsoft Excel, Outlook, OneDrive, PowerPoint, Teams, SharePoint, and Word are considered essential.