Administrative Assistant I

DESCRIPTION OF DUTIES

Under the general supervision of the NMH Director, and the direct supervision of the NMH/MH Unit Chief, the incumbent is responsible for, but not necessarily limited to, the following assigned duties:

a)Prepare written documents in English and in Spanish by typing reports, completing forms, and a variety of other correspondence using standard office computer software. This includes drafting, editing and reviewing text for accuracy, correct grammar and spelling, and logical presentation of information;

b)Write memos and official organizational correspondence in English and in Spanish on own initiative or from verbal or written instructions and finalize it for signature; prepare draft translations of correspondence; 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, according to the Organization’s standards and policies;

c)Assist in the coordination, preparation and development of internal and external technical meetings, conferences, seminars, workshops, and activities 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; provide secretarial/support functions as required; prepare letters of agreement, contracts, collective travel authorizations, letters of invitation, etc.;

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 filing system for correspondence, documents, publications, reference materials, etc.;

g)Provide administrative support related to updating the planning system for the Biennial Work Plan (BWP) and semester workplan (PTS), including updating activities and tasks, tracking of achievements of milestones; request obligations, etc.;

h)Provide assistance on financial monitoring of the MH unit budget, including monitoring grants expenditures and balances, and assisting with monthly financial reports;

i)Perform other related duties, as assigned.

REQUIRED QUALIFICATIONS

Education :

Certification 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. 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 :

Four years of general office or administrative work experience.

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:

–Proficiency in the use of Microsoft Word tools in accordance with established standards

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

–Ability to prepare translations of reports, memos, and invitations, and of other technical documents

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

–Demonstrated ability to work well with other team members, observing and implementing optimal communication styles at all times

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

Languages:

Proficient in written and oral 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.