Administrative Assistant II

Pan American Sanitary Bureau • Washington DC, WA

3d

About The Position

The Administrative Assistant II provides administrative support to the Quality and Regulation of Medicines and Health Technologies Unit (IMT/QR) within PAHO’s Department of Innovation and Access to Medicines and Health Technologies. The position reports directly to the Administrative Officer, IMT, and supports the Unit Chief, Advisors, and other team members. Work includes a range of non-specialized and some specialized administrative tasks using established office procedures. Most functions are performed independently; guidance is sought from the supervisor for unusual or complex situations. Performance is assessed based on service efficiency and conformance with established objectives.

The incumbent coordinates calendars, correspondence, files, meetings, travel, and administrative processes; prepares and proofreads documents in English and Spanish; supports budgets and project financial reporting; and assists with regional meetings, courses, seminars, and virtual events. The position also provides procedural guidance to new staff and backstops other IMT team members as assigned.

This is a full-time, six-month initial assignment with the possibility of extensions, subject to satisfactory performance and funding availability. The monthly salary is USD 5,549.67 and is non-negotiable. The primary location is Washington, D.C.

Requirements

• Certificate of completion of high school.
• Five years of administrative work experience.
• Fluency in English and Spanish.
• Ability to use current technology and software effectively, including Enterprise Resource Planning (ERP) systems.
• Ability to use Microsoft Excel, Outlook, OneDrive, PowerPoint, Teams, SharePoint, and Word.
• Word-processing skills in accordance with established standards.
• Ability to write or 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, including meetings, staff recruitment, personnel matters, formal publications, budget and expenditure records, and procurement of goods and services.
• Ability to research, compile, and organize information for charts, graphics, reports, and related materials.
• Ability to coordinate, monitor, and follow up on administrative services affecting several projects; organize and prioritize assigned work; support day-to-day internal activities; and refer unusual or complex matters to the supervisor.

Nice To Haves

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

Responsibilities

• Perform administrative support functions, provide direct administrative support to the Unit Chief and Advisors, coordinate the Unit Chief’s agenda, maintain calendars of appointments and deadlines, and help coordinate administrative support within the Unit.
• Prepare routine correspondence in English and Spanish and prepare and format articles, reports, charts, correspondence, agendas, and materials for official trips or special meetings according to established standards and PAHO style.
• Review incoming correspondence requiring action by Advisors, identify urgent matters, route items to appropriate personnel, gather background documentation, recommend action, monitor response deadlines, and follow up on reports and correspondence.
• Assist with preparing and formatting technical presentations and reports, ensuring compliance with formatting and presentation standards and incorporating technical staff’s corrections or changes.
• Serve as liaison for logistical and operational processes and activities within the Unit, and communicate procedures for meetings of Technical Initiatives, Advisory Committees, and similar activities.
• Prepare correspondence on own initiative or from verbal instructions for signature, and prepare draft translations of correspondence and other materials between English and Spanish.
• Review and proofread outgoing correspondence requiring official signature for style, punctuation, grammar, spelling, and compliance with organizational standards and policies; recommend revisions to ensure consistency.
• Provide administrative support for regional meetings, courses, seminars, and virtual meetings, including preparing cost estimates for personnel and participant travel, monitoring operational aspects and expenses, and preparing required correspondence and documentation.
• Brief and train new staff in administrative procedures and practices, and provide guidance as required.
• Establish and maintain electronic files and controlled reference materials; research files, reports, and other sources to obtain requested material and compile summaries when needed.
• Support budget execution and project financial resources in the corporate information system and other databases for reporting, coordinating with Advisors and project officers.
• Assist with departmental travel arrangements by obtaining travel concurrence, airline tickets, and security clearance; gather and validate duty-travel background information; and assist with PMIS processes, including spend authorization, ticket purchases, and expense reports.
• Perform other related duties, including backstopping other IMT team members, as assigned.

What This Job Offers

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