Administrative Assistant I

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Join the Department of Noncommunicable Diseases and Mental Health (NMH) and play a vital role in supporting technical cooperation activities that help improve health and well-being across the Americas. This position contributes to the effective delivery of administrative services that enable NMH teams to achieve their objectives efficiently and collaboratively.

SUMMARY OF RESPONSIBILITIES

Under the general supervision of the Director, Noncommunicable Diseases and Mental Health (NMH), and the direct supervision of the Unit Chief, Noncommunicable Diseases (NMH/NV), the incumbent is responsible for, but not necessarily limited to, the following assigned duties:

• Prepare, draft, edit, review and format reports, correspondence, forms and other official documents in English and Spanish, ensuring compliance with organizational standards.
• Coordinate and support internal and external meetings, webinars, conferences, workshops and related activities, including logistics, documentation, travel arrangements and participant support.
• Provide a broad range of administrative services, including scheduling meetings, managing calendars, organizing appointments, handling communications and maintaining records.
• Support administrative processes related to travel authorizations, travel arrangements, letters of agreement, memoranda of understanding and other organizational transactions.
• Maintain organized and up-to-date filing systems and administrative records for correspondence, publications, reference materials and related documentation.
• Assist with work planning and budget monitoring activities, including tracking workplan milestones, grant expenditures, financial reporting and related administrative processes.

For a complete list of functions, please see the post description.

EDUCATION

Essential: Certification of completion of high school.

EXPERIENCE

Essential: Four years of general office or administrative work experience.

LANGUAGES

Fluency in English and Spanish

IT SKILLS

Demonstrated ability to effectively use a computer and utilize software programs such as Microsoft Office Word, Excel, PowerPoint, SharePoint and Outlook. Other IT skills and knowledge of other software programs such as Visio and Project will be an asset.

COMPETENCIES AND SKILLS

For a complete list of competencies and skills, please refer to the post description.

The skills required are:

• Strong ability to draft, edit, proofread and format official documents in English and Spanish.
• Ability to research, analyze and organize information and prepare reports, charts and other supporting materials.
• Ability to prepare working translations.
• Strong organizational and coordination skills for administrative processes, meetings and reporting activities.
• Knowledge of procedures related to travel, contracts, agreements, correspondence and administrative transactions.
• Excellent written and verbal communication skills.
• Ability to collaborate effectively in a team environment and build positive working relationships.
• Capacity to prioritize tasks, work efficiently, deliver quality results and adapt to changing priorities.
• Commitment to professionalism, accountability, continuous learning and respect for individual differences.

DURATION OF CONTRACT

This is an initial 11-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.