Administrative Assistant I

Pan American Health Organization • Washington, DC

3d • $4,475 - $4,475 • Onsite

About The Position

The Special Program on Comprehensive Immunizations (CIM) is responsible for the promotion and coordination of technical cooperation and alliances to support Member States in achieving a sustainable and equitable reduction of morbidity, mortality, and burden of disease from vaccine-preventable diseases (VPD) through prevention, control, and elimination strategies. CIM seeks to revitalize Member States’ immunization programs through the application of innovative approaches, strategies, and best practices.

The position provides routine administrative support to the Comprehensive Immunization Special Program (CIM). Assignments involve non-specialized and some specialized administrative tasks requiring the collection, verification, organization and assembly of information and data from established sources, in accordance with applicable PAHO/WHO rules, procedures and practices. The incumbent supports the planning and scheduling of routine services and administrative actions affecting timeliness, accuracy and completeness. The incumbent maintains frequent contact with staff members within the program, as well as external contacts, to provide or collect information, clarify routine operational arrangements and follow up on administrative matters. Established office procedures are applicable, and guidance is provided by the supervisor for unusual or more complex situations. Work is reviewed for accuracy, timeliness, completeness and compliance with established objectives. The supervisor defines the specific work objectives and provides guidance and supervision as needed.

Requirements

• Certificate of completion of high school.
• Four years of experience in administrative support, meeting logistics, travel, records management or related support functions.
• Fluency in English and Spanish.
• Demonstrated proficiency in word processing and document preparation in accordance with established organizational standards, policies, and formatting requirements.
• Proficiency in the use of standard office software and information systems to effectively perform assigned administrative responsibilities.
• Ability to draft, edit, and finalize routine and non-routine correspondence, reports, and other administrative documents with accuracy and attention to detail.
• Ability to coordinate and execute routine administrative processes, including meeting and event logistics, personnel-related documentation, preparation of formal publications, maintenance of budget and expenditure records, and procurement of office supplies, in accordance with established procedures.
• Ability to research, verify, organize, and present information from established sources to produce tables, charts, reports, presentations, and other supporting materials.
• Ability to provide administrative support for assigned activities by coordinating routine services, monitoring follow-up actions, organizing and prioritizing workload within established procedures, and identifying and escalating non-routine or complex issues to the appropriate supervisor.

Nice To Haves

• Experience in an international organization or multicultural environment would be an asset.
• Other IT skills and knowledge of software programs such as Excel, PowerPoint, SharePoint, Visio and Project would be an asset.

Responsibilities

• Provide administrative support to the Comprehensive Immunization Special Program (CIM) in the preparation of regional meetings, courses and seminars, including compiling information for budget estimates related to personnel and participants’ travel, and following up on routine logistical and financial arrangements such as local conference expenses and other needs related to these activities, in accordance with established procedures;
• Perform routine administrative support functions and provide direct administrative assistance to CIM team members, ensuring timely follow-up and accuracy of assigned tasks;
• Assist with travel arrangements, including obtaining required clearances, airline tickets, hotel reservations, travel authorizations and visa-related information; prepare and assemble background materials required for duty travel;
• Maintain an organized and updated electronic filing system for correspondence, documents, computer office files and reference materials;
• Prepare routine correspondence and draft responses based on verbal or written instructions; prepare draft translations of correspondence and other documents; review and proofread documents to ensure accuracy, clarity and compliance with the Organization’s standards and procedures;
• Provide basic guidance to staff on routine administrative procedures, guidelines and office practices; follow up on administrative and clerical processes within the office and with other offices of the Organization, as required;
• Support the preparation and processing of documentation for contingent workers, including National PAHO Consultants (NPCs) and International PAHO Consultants (IPCs), in accordance with standard operating procedures, policies and guidelines; compile required information, prepare estimated costs and follow up on approvals;
• Provide back-up administrative support to other team members, as required; Perform other related duties as assigned.

Benefits

• PAHO supports an environment of mutual respect and dignity for all applicants.
• Persons with disabilities can request reasonable accommodations to enable participation in the recruitment process.
• Maintaining high standards of integrity and accountability.
• Promoting a work environment that is free from harassment, sexual harassment, discrimination, and other types of abusive behavior.
• Providing a smoke-free environment.
• Protecting the people in the communities we serve. Therefore, we have zero tolerance for sexual exploitation and abuse.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED