Administrative Assistant III

DESCRIPTION OF DUTIES

Under the direct supervision of the Executive Manager, Special Program, Regional Revolving Funds (RRF), the incumbent is responsible for, but not necessarily limited to, the following assigned duties:

a)Assist in the planning, consolidation and implementation of the Biennial Work Plan (BWP), monitor financial execution and expiration of Voluntary Contributions and Emergency Funds and prepare periodic financial reports to keep the Executive Manager and Unit Chiefs informed of unobligated balances and upcoming deadlines;

b)Assist in the review of administrative guidelines and procedures, implement and monitor the internal processes for efficient operations of the Entity’s projects such as recruitment of staff, contingent workers, service contracts, letters of agreements, requisitions and purchase orders. Inform the RRF staff of new regulations and procedures and closely follow up on their compliance. Serve as liaison between FRM, and PRO/Corporate and HRM;

c)Coordinate the RRF meetings, courses and seminars, including venue selection and country consent request, prepare budget estimates, correspondence and meeting documents as needed; coordinate necessary processes for travel, security clearance and visa arrangements; monitor the operational aspects involved in the organization of these activities such as local conference expenses and other financial needs. Provide administrative support to the RRF, including organizing the RRF Executive Manager’s agenda;

d)Review all documentation for the appointment and recruitment of professional and general service staff, contingent workers, short[1]term professionals and contractors; and carry out the necessary steps in PMIS to complete HRM actions successfully; serve as HR Partner within the entity in PMIS;

e)Serve as liaison regarding logistical and operational processes and activities, as well as with other offices throughout the Organization; communicate procedures to be followed for meetings of Governing Bodies, Advisory Committees, etc.;

f)Review all outgoing correspondence requiring 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;

g)Coordinate the administrative services of the office, distributing special assignments to other administrative support staff; brief and train new staff on administrative procedures and practices and provide guidance as required; supervise agency temps;

h)Organize the RRF SharePoint site, ensure proper maintenance of records and promote information sharing among the RRF staff;

i)Initiate and/or approve HR and finance and procurement-related actions in the PASB Management Information System (PMIS, including spend authorization, purchase of airline tickets and expense reports;); recruitment and payment of contingent workers, requisitions and purchase orders;

j)Assist in identifying office processes that could be streamlined, automated or eliminated; collaborate with ITS and other stakeholders to streamline and/or automate tasks as needed;

k)Support the team to establish and prepare Standard Operating Procedures (SOPs) and Standard Calendar to achieve consistency in team operations;

l)Perform other related duties, including backstopping for other RRF team members, as assigned.

REQUIRED QUALIFICATIONS

Education :

Essential: Certificate of completion of high school.

Desirable: A bachelor’s degree in administration. Training in financial systems would be an asset.

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. PAHO, only considers official degrees 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: Six years of experience in administrative work related to project management activities, including experience in financial and budgetary operations.

Desirable: Experience in corporate information systems, including budget, finance and human resources operations 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 other / Deal effectively with conflic t - Creates team spirit; promotes collaboration and open communication in the team; proactively supports others; welcomes team responsibilities and drives team results; promotes knowledge sharing in the team. Proactively identifies conflicts and facilitates their resolution in a respectful manner; tactfully resolves conflicts between or with others and takes action to reduce any possible tension; effectively builds a rapport with individuals and teams, establishing good personal and professional relationships, as well as minimizing risk of potential conflict. 

· 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/Listen/Write effectively/Share knowledge - Foresees communication needs of audience and targets message accordingly. Facilitates open communication; encourages others to share their views openly and takes time to understand and consider their views. Writes down ideas in a clear, structured, logical and credible way; drafts and supports the development of guidelines, policies and procedures. Shares relevant information openly and ensures that the shared information is understood; considers knowledge sharing as a constructive working method and demonstrates awareness of the Organization. 

· Knowing and Managing Yourself : Remain productive/Continuously learn - Remains objective and focused even in a “changing and moving” environment; continues to display positive behavior when facing some constraints; keeps challenges in perspective. Seeks all relevant information for decision making from a wide range of sources; quickly learns new competencies and skills that expand role capability; shows rapid understanding of new and/or complex information relevant to job. 

· Producing results : Work efficiently and independently/ Deliver quality results/Take responsibility - Prioritizes work, monitors own progress against objectives and adapts plans as required; communicates adjustments as necessary. Acts proactively and stimulates action as needed; handles problems effectively and constructively. Produces high-quality results and workable solutions that meet clients’ needs. Works independently to produce new results and sets own time lines effectively and efficiently. Demonstrates positive attitude in working on new projects and initiatives. Demonstrates accountability for own success, as well as for errors; learns from experience. 

Technical Expertise:

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

–Ability to prepare working translations.

–Skills in planning, organizing, problem-solving and decision-making of office management processes.

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

–Ability to plan, organize, coordinate and carry out administrative processes such as: maintenance of expenditure records, preparation of statistical or periodic reports, etc.

–Ability to plan, organize, coordinate, and carry out administrative processes such as: meetings, recruitment of temporary staff, preparation of formal publications, preparation of reports, coordinating secretarial support services for meetings, etc.

–Ability to work with minimum supervision and under pressure, as a member of the team.

–Ability to coordinate, monitor and control administrative services affecting several projects and involving the allocation of work, developing/adjusting operational procedures, evaluating priorities, coordinating and supporting internal day-to-day activities, 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.