Administrative Assistant II

Grade:

Contractual Agreement:

Job Posting:

Closing Date:

Primary Location:

Organization:

Schedule:

OBJECTIVE OF THE OFFICE/DEPARTMENT

The Department of Innovation and Access to Medicines and Health Technologies (IMT) is responsible for promoting,

coordinating, and implementing the Organization’s technical cooperation for access to and the rational use of quality

medicines and other health technologies. IMT works across all categories of medicines and health technologies,

including medicines, vaccines, diagnostics, medical equipment, blood products, and organs for transplantation. IMT

supports countries in addressing barriers to access, addressing challenges across the medical product full life cycle,

strengthening regulatory capacity, and supporting evidence-based decision making and rational use through health

technology assessment. IMT consolidates action in the development of pharmaceutical and other health technology

related services and leads efforts in innovation through the regional platform to advance the manufacturing of vaccines

and other health technologies, increasing regional capacity in the research and development of priority health products,

and supporting the generation of ecosystems to enable development, production and access to medicines and other

health technologies.

ORGANIZATIONAL CONTEXT

The incumbent provides administrative support to the Quality and Regulation of Medicines and Health Technologies

Unit (IMT/QR) and is responsible for supporting the administrative functions within the Unit. Assignments involve a

range of non-specialized and some specialized tasks requiring the selection and assembly of information and data from

several sources in examining problems for which several possible solutions exist, but which are normally covered by

established practices. Decisions and recommendations involve the planning and scheduling of services and operations

affecting timeliness, accuracy, and completeness. Frequent contacts with staff members throughout the office, as well

as extensive external contacts to provide or collect a variety of information, clarify administrative requirements, and

facilitate operational arrangements on issues or services of importance to the Organization. Established office

procedures are applicable to the work. Guidance is sought from the supervisor when unusual or more complex

situations arise. Most functions are performed independently. Work is assessed on the efficiency of services and

conformance with established objectives.

SUMMARY OF RESPONSIBILITIES

Under the direct supervision of the Administrative Officer, IMT, the incumbent is responsible for, but not necessarily

limited to, the following assigned duties:

a) Perform administrative support functions; provide direct administrative support to the Unit Chief and Advisors;

coordinate the Unit Chief’s agenda; maintain calendar of appointments and deadlines; assist in coordinating the

overall administrative support functions within the Unit;

b) Prepare routine correspondence in English and Spanish; prepare and format articles, reports, charts, and a variety

of correspondence in accordance with established standards and PAHO style; prepare agendas and other material

for use on official trips or special meetings;

c) Review all incoming correspondence that requires action by the Advisors; identify urgent matters, and refer them

to the appropriate Unit personnel in accordance with established procedures; gather necessary background

documentation for correspondence requiring action; make recommendations regarding the appropriate action to

be taken; monitor to ensure that deadlines for responses are met; follow up with various personnel in the office

for the submission of reports and formulation of correspondence;

d) Assist in the preparation and formatting of technical presentations, reports and ensuring compliance with

established formatting and presentation standards and incorporating corrections or changes provided by the

responsible technical staff;

e) Serve as liaison regarding logistical and operational processes and activities within the Unit; communicate

procedures to be followed for meetings of Technical Initiatives, Advisory Committees, etc.;

f) Prepare correspondence on own initiative or from verbal instructions for signature; prepare draft translations of

correspondence and other materials from English into Spanish and vice versa;

g) Review all outgoing correspondence requiring the 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 consistency with established formatting and presentation standards;

h) Provide administrative support in the preparation of regional meetings, courses, seminars and virtual meetings,

including the preparation of budget estimates on costs of personnel and participants’ travel; monitor the

operational aspects involved in the organization of these activities such as local conference expenses and other

financial needs; prepare correspondence and documentation as needed;

i) Brief and train new staff in administrative procedures and practices and provide guidance, as required;

j) Establish and maintain electronic files and controlled reference material; conduct research of files, reports, and

other sources to obtain requested material and, when necessary, compile summaries;

k) Support the budgetary execution and the project’s financial resources in the corporate information system and

any other databases for reporting needs, in coordination with advisors and project officers;

l) Assist in organizing travel arrangements for the department and support advisors and contingent workers when

needed by obtaining travel concurrence, airline tickets, and security clearance; gather and validate relevant

background information for duty travel; assist with all necessary processes in PMIS, including spend

authorization, purchase of airline tickets and expense reports;

m) Perform other related duties; including backstopping for other IMT team members, as assigned.

KEY BEHAVIORAL 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/Deal effectively with conflicts - Works collaboratively with

team members and counterparts to achieve results; encourages cooperation and builds rapport; helps others when

asked; accepts joint responsibility for the teams’ successes and shortcomings. Identifies conflicts in a timely manner

and addresses them as necessary; understands issues from the perspective of others; does not interpret/ attribute

conflicts to cultural, geographical or gender issues.

Respecting and valuing individual differences: - Treats everyone with dignity and respect, fostering positive

relationships with everyone. Reflects personal behavior to avoid stereotypes and consider situations from the

perspective of others.

Communication: Express oneself clearly when speaking/Write effectively / Share knowledge - Quality and

quantity of communication targeted at audience. Listens attentively and does not interrupt other speakers. Adapts

communication style and written content to ensure they are appropriately and accurately understood by the audience

(e.g., power-point presentations, communication strategies, implementation plans). Shares information openly with

colleagues and transfers knowledge, as needed.

Knowing and managing yourself: Remain productive /Manage stress/Continuously learn - Remains productive

even in an environment where information or direction is not available, and when facing challenges; recovers quickly

from setbacks, where necessary. Manages stress positively; remains positive and productive even under pressure; does

not transfer stress to others. Seeks informal and/or formal learning opportunities for personal and professional

development; systematically learns new competencies and skills useful for job; takes advantage of learning

opportunities to fill competencies and skill gaps.

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 supervisors to achieve results. Is action-oriented and sees tasks through 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.

TECHNICAL EXPERTISE

- Word processing in accordance with established standards.

- Proficiency in the use of computer software in accordance with assigned responsibilities.

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

- Ability to prepare working translations.

- Ability to organize, coordinate, and carry out administrative processes such as meetings, recruitment of staff,

personnel matters, preparation of formal publications, budget and expenditure records, procurement of goods

and services.

- Ability to research, compile and organize information to prepare charts, graphics, reports, etc.

- Ability to coordinate, monitor, and follow up on administrative services affecting several projects and involving

the organization and prioritization of assigned work, and support to internal day-to-day activities, referring

unusual or complex matters to the supervisor.

EDUCATION

Essential: Certificate of completion of high school.

Desirable: Formal training as a secretary or administrative assistant would be an asset.

EXPERIENCE

Essential: Five years of administrative work.

Desirable: Two years of experience in an international organization would be an asset.

LANGUAGES

Fluency in 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.

DURATION OF THE CONTRACT:

This is an initial six-month assignment, with possibility of extensions, subject to satisfactory performance and funding availability.

DISCLAIMER 

• This vacancy notice may be used to fill other similar positions at the same grade and level. 

• All applicants are required to complete an on-line profile to be considered for this post. 

• Candidates will be contacted only if they are under serious consideration. 

• In the event that your candidature is retained for an interview, you will be required to provide, in advance, a scanned copy of the official degree(s)/diploma(s)/certificate(s) required for this position. PAHO, considers official higher educational qualifications obtained from an institution accredited/recognized in one of the following databases: 

                - World Higher Education Database (WHED), list updated by the International Association of Universities

                   (IAU)/United Nations Educational, Scientific and Cultural Organization (UNESCO).

                   The list can be assessed through the link: http://whed.net/

                - Council for Higher Education Accreditation chea.org

                 - College Navigator, found on the website of the National Centre for Educational Statistics,

                  nces.gov to support the validation process. 

• Any appointment/extension of appointment is subject to PAHO Staff Regulations, Staff Rules and e-Manual. 

PAHO/WHO is committed to: 

• PAHO supports an environment of mutual respect and dignity for all applicants. All interested individuals who meet the requirements of this position are encouraged to apply.

• Persons with disabilities can request reasonable accommodations to enable participation in the recruitment process. To do so, email us at: pahorecruitment@paho.org

• Maintaining high standards of integrity and accountability. People joining PAHO are required to maintain these standards both in their professional work and personal activities.

• Promoting a work environment that is free from harassment, sexual harassment, discrimination, and other types of abusive behavior. PAHO conducts background checks and will not hire anyone who has a substantiated history of misconduct.  

• Providing a smoke-free environment. 

• Protecting the people in the communities we serve.  Therefore, we have zero tolerance for sexual exploitation and abuse. People who commit serious wrongdoing will be terminated and may also face criminal prosecution.