Administrative Officer

Vacancy Notice No: PAHO/13/FT440 Title: Administrative Officer Grade: P3 Contract type: Fixed-Term Appointment Duration of contract:  Two years, first year probationary period	Date: 17 October 2013 Application Deadline: 14 November 2013 (16 day(s) until closing deadline) Currently accepting applications Duty Station:  Washington, D.C., United States of America   Organization unit: AM Americas (AM) Communicable Diseases and Health Analysis (CHA)
OBJECTIVES OF THE PROGRAMME : The Communicable Diseases and Health Analysis Department promotes, coordinates, and implements technical cooperation activities directed toward the surveillance, prevention, control, and elimination of communicable diseases and zoonosis that are technically sound and appropriate for the political and sociocultural context in which they are implemented. It strives to achieve a sustainable impact on health by providing normative guidance, furthering the implementation of evidence based interventions, and fostering alliances that strengthen country capacity, improve the effectiveness of inter-country collaboration, and facilitate policy and decision making processes through improved health information coverage, analysis and quality at all levels.
Description of duties: Under the general supervision of the Director of Administration (AM) and the direct supervision of the Director, Communicable Diseases and Health Analysis (CHA), the incumbent is responsible for, but not necessarily limited to, the following assigned duties: a) Provide support to the Department Director for the management and control of all administrative services and operations of the Department. Such services and operations include budgeting, finance, procurement, human resources management, conference management, and office space and equipment arrangements; b) Advise Department Director on the allocation of financial, human, and physical resources of the Department. Monitor and analyze financial/non-financial data to assess options for solutions to financial, administrative and human resources issues; c) Establish and utilize tracking mechanisms that allow the Department Director and his/her team to be proactive in initiating and executing administrative actions; d) Oversee the financial management systems of the Department; prepare budgetary forecasts; establish control and report structures by monitoring commitments and ensuring the processing of obligating documents that adhere to operational plans; e) Develop reports to highlight and clarify changes in resource utilization plans; recommend alternate plans/funding strategies and discuss potential problems that could arise from programming changes and/or budget constraints. Prepare and/or complement financial (periodic/ad-hoc) reports as required; f) Advise on all human resources issues related to the planning, recruitment, development, performance assessment, classification, extensions and terminations. Lead and coordinate the preparation of Human Resources Plans and all processes for recruitment of personnel assigned to the Department (including those in regional or subregional positions in the country offices); g) Manage personnel who will execute the following functions, monitoring and overseeing successful completion: - Leave tracking and performance management processes for the Department; - Procurement actions, contracts and execution of orders for services or goods; - Requests for office space and office equipment; - Planning and execution of operational aspects of conferences hosted by the Department; h) Supervise assigned administrative support staff; coordinate their work objectives, distribute and organize tasks in accordance with the needs of the Department, and evaluate their performance; i) Participate in the formulation, negotiation, and consultation of project proposals funded by external agencies; review them to ensure that they meet the Organization's administrative and financial rules and regulations. Provide input to the Department Director, Unit Chief and Program Management and Partnership Specialist in this regard; j) Plan, recommend, and implement systems, norms and procedures for the administration of human, financial and material resources of the Department; k) Provide advice and guidance to the Department Director, and other staff members of the Department on administrative and financial rules and regulations, practices and procedures, and other administrative processes and services. Ensure compliance with internal controls of the Organization; l) Represent the Department and liaise with other offices of the Organization regarding administrative matters and provide inputs and recommendations; m) Work with Country Office Administrators and/or HR Focal points in addressing complex personnel issues related to the Department's regional or sub regional posts; and engage in early problem resolution whenever possible; n) Work in close coordination and interaction with the Department's Program Management & Partnership Specialist; o) Perform other related duties as assigned.
REQUIRED QUALIFICATIONS
Education: Essential: A bachelor's degree in business, public administration, finance, economics or a related field from a recognized university. Desirable: A master's degree in business administration or related field would be an asset.
Skills:  Key Behavioral Competencies Intrainstitutional Action: Operates in a fair, consistent and equitable manner, and displays such behavior by example. Ensures that the mission and the values of the Organization as well as the setting in which projects will be carried out are the drivers in one's technical work. Understands the results required and performs to that standard. Behaves consistently in accordance with the Code of Ethics of the Organization. Analysis, Synthesis, and Forecasting: Takes or organizes individual and collective action after analyzing situations on the basis of the available evidence and knowledge. Continuously analyzes the evolution of situations in an area of work and makes suggestions to adjust or confirm the decisions necessary to implement required actions. Is capable of anticipating the implications of an analyzed situation between six months to one year ahead. Teamwork: Promotes team work and leads one's area to finish tasks and accept responsibility. Creates a positive environment within the area of work. Makes everyone feel like they are part of the team as well as welcomes and appreciates everyone's ideas and suggestions. Able to see the positive aspects of working as a team, shares the team's enthusiasm for achieving mutual goals. Accountability: Identifies, in conjunction with management, specific activities, processes jobs that require defined accountability, linking them to accountability strategies and objectives. Revises periodically progress made in the established work plan with his/her supervisor. Constantly reaches their objectives. Information Management: Takes initiative to improve systems for the presentation and dissemination of information. Supports, through competent use of the available systems and technologies, the development of data presentations. Performance Management: Displays self-initiative toward measurable improvement. Contributes to the development and implementation of realistic and achievable work plans. Evaluates development in terms of the completed objectives. Is capable of achieving objectives and goals in a constant and systematic way. Discusses suggestions for improvement. Recognizes the needs for development and orients on how to improve. Devising the budget for interventions and cost optimization: Identifies the means of and achieves optimization of budget; demonstrates the ability to use resources according to the principles and values of institutional ethics. Distributes resources to projects and activities that are the most needed for the Organization. Technical Expertise - Expertise in administration, budget planning and programming, financial/accounting administration, local and international human resources management, security, travel arrangements, general services, procurement, and other related administrative services and operations. - Thorough theoretical and practical knowledge of managerial principles and practices, as well as good judgment to plan and execute tasks and to supervise subordinates. - Thorough theoretical and practical knowledge and skills in handling financial, personnel, and administrative problems, and able to maintain good working relationships with government authorities and officials from donors, host government, and other participating institutions. - Mature judgment, strong technical, analytical and conceptual skills; demonstrated ability to assess, analyze, synthesize and provide recommendation on key administrative issues. - Strong professional oral and writing skills, including the development of reports, oral presentations, and other documents for consideration at the highest levels of the Organization. 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.
Experience: Seven years of combined national and international professional experience in administration, with supervisory responsibilities in budget, finance, personnel, procurement, and/or general services.
Languages: Very good knowledge of Spanish or English with a working knowledge of the other language. Knowledge of French and/or Portuguese would be an asset.
Additional Information: PAHO offers an attractive compensation package including an annual net salary (subject to mandatory deductions for pension contributions and health insurance), dependency benefits, pension plan, health insurance scheme, and 30 days annual leave. Benefits for internationally recruited staff may include travel and removal expenses on appointment and separation, assignment grant, rental subsidy, and home leave. ALL APPLICANTS ARE REQUIRED TO COMPLETE AN ON-LINE PERSONAL HISTORY FORM TO BE CONSIDERED FOR THIS POST. CANDIDATES WILL BE CONTACTED ONLY IF THEY ARE UNDER SERIOUS CONSIDERATION. A WRITTEN TEST AND/OR INTERVIEW WILL BE HELD FOR THIS POST. THE POST DESCRIPTION IS THE OFFICIAL DOCUMENTATION FOR ORGANIZATIONAL PURPOSES. THIS VACANCY MAY BE USED TO FILL OTHER POSITIONS IN THE ORGANIZATION THAT MAY BECOME VACANT AT A LATER DATE, AND WHICH HAVE SIMILAR REQUIREMENTS AND DUTIES AS THE ONES STATED IN THIS NOTICE.
Annual salary: (Net of tax) US$ 56,091.00 at single rate US$ 60,091.00 with primary dependants	Post Adjustment: 50.6 % of the above figure(s). This percentage is to be considered as indicative since variations may occur each month either upwards or downwards due to currency exchange rate fluctuations or inflation.
Online applications are strongly encouraged to enable WHO to store your profile in a permanent database. Please visit WHO's e-Recruitment website at: www.who.int/employment. The system provides instructions for online application procedures.
All applicants are encouraged to apply online as soon as possible after the vacancy has been posted and well before the deadline stated in the vacancy announcement.
WHO is committed to workforce diversity.
Any appointment/extension of appointment is subject to WHO Staff Regulations, Staff Rules and Manual. Only candidates under serious consideration will be contacted.