Administrative Assistant III

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OBJECTIVE OF THE OFFICE/DEPARTMENT

The Office of the Governing Bodies (GBO) leads the complex operations of the Pan American Health Organization’s (PAHO) Governing Bodies and promotes and supports the institutional development of the Organization’s governance structures: the Pan American Sanitary Conference, the Directing Council, the Executive Committee, and their Committees and Sub-Committees, including the Audit Committee. The Pan-American Sanitary Bureau (PASB), headed by the Director, acts as the Executive Secretariat and carries out the directives of the Governing Bodies. For this purpose, GBO: (a) offers advice to the PASB leadership regarding Member States’ engagement in the governance of the Organization; (b) provides leadership in planning, organizing, convening and reporting on governing bodies meetings; (c) guides the preparation of the documentation for the Governing Bodies sessions; (d) manages the historical records of PAHO’s governing bodies, its deliberations and actions, and ensures effective retrieval systems are in place for timely and accurate searches and protection of the records; and (e) supports the effective participation of PAHO Member States in WHO Governing Body meetings (World Health Assembly, Executive Board, and Program, Budget, and Administration Committee).

ORGANIZATIONAL CONTEXT

The incumbent provides senior-level administrative, secretarial, and operational support to the Office of the Governing Bodies (GBO), contributing to the effective coordination of administrative processes that support the Organization’s Governing Bodies, including sessions of the Pan American Sanitary Conference, Directing Council, Executive Committee, related committees and subcommittees, and PAHO’s engagement with WHO Governing Bodies. Assignments involve specialized and non-routine administrative functions requiring interpretation and application of established PAHO/WHO rules, procedures, practices, and internal workflows; analysis and consolidation of information from several sources; and sound judgment in resolving operational issues within established boundaries. The incumbent is expected to work with a high degree of confidentiality, accuracy, initiative, tact, and service orientation, supporting information flow, follow-up on deadlines and commitments, preparation of official correspondence and briefing materials, meeting and travel coordination, registration processes, records management, and administrative transactions in corporate systems. Frequent contacts are maintained with staff at all levels, Permanent Missions, Member State representatives, WHO counterparts, and other internal and external stakeholders to exchange information, ensure common understanding, and facilitate timely action on operational matters. Most functions are performed independently, while work is reviewed for quality, timeliness, accuracy, and conformity with PAHO/WHO rules, standards, and GBO objectives.

SUMMARY OF RESPONSIBILITIES

Under the general supervision of the Senior Advisor, Governing Bodies (GBO), and the direct supervision of Program Management Technician I (GBO), the incumbent is responsible for, but not necessarily limited to, the following assigned duties:

• Provide senior administrative support to the Senior Advisor, Governing Bodies (GBO), including coordination of the calendar, appointments, meetings, official travel, information flow, deadlines, and follow-up actions; handle confidential and sensitive matters with discretion, tact, and sound judgment, ensuring timely and accurate support to the Office.

• Review, draft, edit, format, and finalize official correspondence, briefing materials, reports, tables, presentations, lists, and other documents in English and Spanish, ensuring clarity, accuracy, consistency, correct grammar, adherence to PAHO/WHO standards, and appropriate use of institutional terminology.

• Review incoming and outgoing correspondence and requests requiring action by GBO; identify priorities and urgent matters, gather background documentation, recommend appropriate follow-up, monitor deadlines, and coordinate with staff and organizational units to ensure timely responses and completion of commitments.

• Serve as liaison with GBO staff, technical and administrative offices, Permanent Missions, Member State representatives, WHO counterparts, and other stakeholders on logistical and operational matters related to Governing Bodies meetings, advisory committees, and related processes; provide guidance on procedures, documentation requirements, timelines, and internal workflows.

• Support day-to-day administrative continuity of the Office in the absence of the Senior Advisor by collaborating with acting advisors and designated staff on routine operational matters, follow-up actions, and administrative priorities within established guidelines.

• Assist in the preparation, review, organization, and quality control of briefing books, documentation packages, participant lists, and official materials for the Office of the Director, GBO, and other offices, based on information provided by the Senior Advisor and staff.

• Prepare correspondence on own initiative or from verbal instructions for the signature of the Senior Advisor; prepare working translations of correspondence, briefing materials, and other documents from English into Spanish and vice versa.

• Maintain organized physical and electronic records, controlled reference material, historical documentation, and confidential files of the Office; register correspondence in computerized systems, ensure appropriate filing and retrieval, conduct searches of files, reports, and other sources, and compile summaries or background information as required.

• Provide administrative and logistical support for registration processes related to meetings with Permanent Missions and Governing Bodies sessions, including follow-up with invitees, confirmation of attendance, response to queries, verification of registration information, and preparation of accurate participant lists.

• Assist with delegate registration and related support for the Directing Council, Regional Committee, Executive Committee, and other Governing Bodies meetings, including answering queries, supporting users through the registration process, verifying data accuracy, and escalating issues as appropriate.

• Monitor, organize, and respond to queries received through GBO mailboxes, ensuring timely routing, appropriate follow-up, accurate information, and consistency with established procedures and communication standards. Initiate, review, and follow up on administrative transactions and operational actions related to travel, procurement, finance, documentation, meetings, and other office support processes in accordance with PAHO/WHO rules, policies, procedures, and internal control requirements.

• Perform other related duties, including backstopping and support to other 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 conflict - 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 valuing individual differences: - Treats everyone with dignity and respect, fostering positive relationships with everyone. Reflects on personal behavior to avoid stereotypes and discrimination, considering situations from the perspective of others. 

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 timelines 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

• Strong knowledge of administrative, meeting coordination, travel, procurement, finance, records management, and correspondence procedures, with the ability to interpret and apply PAHO/WHO rules, established practices, and internal workflows.

• Ability to plan, organize, coordinate, monitor, and follow up on administrative processes affecting multiple activities, priorities, stakeholders, and deadlines, including Governing Bodies meetings and related operational requirements.

• Ability to research, analyze, verify, consolidate, and organize information from several sources to prepare correspondence, reports, tables, charts, participant lists, briefing materials, and official documentation.

• Ability to write and originate routine and non-routine correspondence, reports, summaries, and administrative documents in English and Spanish, ensuring clarity, accuracy, consistency, and adherence to PAHO/WHO standards.

• Ability to prepare working translations and review documents for grammar, style, terminology, format, and institutional consistency in both English and Spanish.

• Ability to coordinate and guide administrative support activities, prioritize competing demands, monitor progress, solve routine operational issues, and support timely delivery of quality results within established procedures.

• Ability to use corporate systems and office technology to process transactions, maintain records, monitor actions, manage correspondence, support registration processes, and prepare operational reports.

EDUCATION

Essential: Certificate of completion of high school.

Desirable: Specialized training in administration, office management, finance, procurement, records management, meeting coordination, or a related field would be an asset.

EXPERIENCE

Essential: Six years of administrative work experience, including experience supporting office administration, meeting coordination, official correspondence, records management, travel, procurement, finance, documentation, registration processes, or related operational support activities.

Desirable: Experience in an international organization, multicultural environment, or in support of intergovernmental, governing bodies, or high-level institutional meetings would be an asset.

LANGUAGES

Fluency in English and Spanish, with the ability to draft, review, and prepare working translations in both languages.

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.

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.