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Administrative Assistant II at Graham Inc.

Administrative Assistant II

Graham Inc. Washington, DC (On Site) Full-Time
Hours and Schedule:
  • Starting out as a Contract position, 5 days per week, from 8:30-5:30

Professional Qualities:
  • Great attitude
  • Works well in a team environment
  • Dependable and reliable
  • Very punctual, always arrive on time
  • Pleasant and diligent
  • Excellent customer service
  • Bilingual in Spanish

Responsibilities and Duties:


a) Provide administrative support for the implementation of CPI's operations; assist the Unit
Chief, CPI with all administrative issues pertaining to the readiness and response
functions of the Country Health Emergency Preparedness & International Health
Regulations (IHR) Unit (CPI);
b) Provide administrative support for the deployment of human resources and recruitment of
staff and other personnel; monitor the status of key personnel actions and follow up on
staff reassignments; initiate and/or approve HR related actions in the PASB Management
Information System (PMIS) for staff and contingent workers; serve as HR Partner within
entity in PMIS for the CPI Unit;
c) Maintain electronic and other records related to CPI staff and other personnel including
contract extensions, performance evaluation reports, job description reviews,
reassignments, recruitment of short-term staff; prepare the corresponding justifications
for contracts and authorization of payments for temporary staff; brief new staff,
consultants and interns on office procedures and practices;
d) Support the coordination of administrative support from other units or departments with
the objective of ensuring effective coordination of efforts and timely response to
emergency related requests and operations;
e) Support preparedness and readiness activities including management of the roster of
experts, and administrative support for trainings, workshops, virtual conferences, and
f) Support HR, budget and finance related actions in the corporate information system for
staff and contingent workers;
g) Update budget and financial information in PMIS system; monitor the status of budget
execution and the project's financial resources in the corporate information system and
any other databases for reporting needs;
h) Compose, draft and prepare correspondence in English and Spanish pertaining to
assigned duties on own initiative or from verbal/written instructions; prepare draft
translations of correspondence and other materials from English into Spanish and vice
i) Assist in organizing travel arrangements for the Unit Chief, CPI and support advisors and
IPCs working in the Unit when needed including obtaining concurrence, airline tickets,
hotel reservations, security clearance, gather and validate relevant background
information for duty travel; assist with all necessary processes in PMIS, including spend
authorizations, purchase of airline tickets and expense reports;
j) Create requisitions and purchase orders in the PMIS and process payments to suppliers;
k) Assist in the preparation of technical presentations, technical reports and articles by
reviewing, correcting and/or rewriting texts to improve clarity, conciseness and
coherence; prepare and verify the content of tables, graphs, and charts; follow up on the
submission of reports and correspondence in order to meet established deadlines;
l) 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;
m) Participate in the implementation of PAHO's disaster and emergency response
operations, including being available for possible deployments, if required;
n) Perform other related duties, including backstopping for other PHE team members, as


Word processing in accordance with established standards
Ability to write/originate routine and non-routine correspondence and reports in English
and Spanish
Ability to prepare working translations
Ability to plan, organize, coordinate and carry out administrative processes such as:
meetings, preparation of reports, acquisition of supplies
IT Skills
Demonstrated ability to effectively use a computer and utilize software programs such as
Microsoft Office Word, Excel, PowerPoint, SharePoint and Outlook.
Experience: Five years of general office or administrative work experience.

Preferred: Familiarity with videoconference technologies and platforms.

GENERAL INFORMATION: Applicants are assured of equal consideration regardless of race, age, color, religion, national origin, gender, GINA, political affiliation, membership or non-membership in employee organization, marital status, physical handicap which has no bearing on the ability to perform the duties of the position.

Recommended Skills

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