Administrative Assistant II

Pan American Health Organization•Washington, DC

4d•Onsite

About The Position

The Comprehensive Immunizations Special Program (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 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 incumbent provides administrative support to the Comprehensive Immunization Special Program (CIM) and is responsible for coordinating the overall administrative support functions within the Unit. Assignments involve non-specialized and some specialized tasks requiring the selection, interpretation 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, ensure common understanding, clarify and/or resolve operational arrangements on issues or services of importance to the Organization. Established office procedures are applicable but require interpretation in responding to unusual or more complex situations. Most functions are performed independently. Work is assessed on the efficiency of services and conformance with established objectives.

Requirements

Certificate of completion of high school.
Five years of administrative work.
Fluency in English and Spanish.
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.

Nice To Haves

Formal training as a secretary or administrative assistant would be an asset.
Two years of experience in an international organization would be an asset.

Responsibilities

Perform administrative support functions; provide direct administrative support to CIM Advisors.
Prepare routine correspondence in English and Spanish; draft articles, reports, technical documents, charts, and a variety of correspondence involving the use of technical terminology to ensure accuracy and conformance to PAHO style; prepare agendas and other material for use on official trips or special meetings.
Assist in the preparation of technical presentations, technical reports and articles by formatting and reviewing to improve clarity, conciseness and coherence.
Serve as liaison regarding logistical and operational processes and activities within the Program; communication procedures to be followed for meetings of Technical Initiatives, Advisory Committees, etc.
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.
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 that they are clear and accurate in content.
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.
Brief and train new staff on administrative procedures and practices and provide guidance, as required.
Establish and maintain electronic files and controlled reference material; conduct research of files, reports, and other sources to obtain material requested and, when necessary, compile summaries.
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.
Assist in organizing travel arrangements for the program and support advisors and contingent workers when needed by obtaining concurrence, airline tickets, 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.
Perform other related duties; including backstopping for other CIM team members, as assigned.