Administrator

Vacancy Notice No: PAHO/14/FT2 Title: Administrator Grade: P3 Contract type: Fixed-Term Appointment Duration of contract:  Two years, first year probationary	Date: 6 January 2014 Application Deadline: 3 February 2014 (9 day(s) until closing deadline) Currently accepting applications Duty Station:  Tegucigalpa, Honduras   Organization unit: AM Americas (AM) PAHO/WHO Office in Honduras (PWR-Honduras)
OBJECTIVES OF THE PROGRAMME : To ensure the Pan American Health Organization and World Health Organization - PAHO/WHO - country program of technical cooperation and its country presence provide adequate support to the national health development process and, at the same time, enable the country/ies of assignment to shape the subregional, regional, and global health agendas. The PAHO/WHO Country Office is the basic organizational unit for technical cooperation with the country/ies, drawing on PAHO/WHO resources of all levels and parts of the Organization
Description of duties: Under the direct supervision of the PAHO/WHO Representative (PWR), and the administrative guidance of the Director of Administration (AM), the incumbent assists in the planning, organization, operation, and evaluation of the PWR Office administrative services and is responsible for, but not necessarily limited to, the following assigned duties: a) Plan, recommend, and implement systems, norms and procedures for the administration of human, financial and material resources of the PWR Office, as well as for the control and evaluation of such processes; b) Collaborate with the PWR in the planning, organization, operation, and evaluation of the administrative services; c) Participate in the implementation and development of the Organization's technical cooperation projects and activities by planning and controlling all financial and administrative services/support required; d) Formulate general and specific budgetary estimates for regular and extra budgetary funded projects; plan, organize and monitor the application, control and accounting of approved budgetary allocations by programs; e) Administer, control, and disburse funds within the approved budgetary allocation in accordance with established regulations and procedures and within the authority delegated; f) Administer personnel policies and apply regulations, rules and procedures concerning recruitment, appointment, benefits, and other personnel matters including issues related to immunities and privileges as they apply to international staff as well as local labor legislation as it applies to locally recruited administrative personnel, contractual services and special service agreements; g) Supervise the computerized administrative activities of the PWR, monitor the development of new systems software and the preparation of the corresponding operation standards and procedures manuals; ensure that the appropriate system's administrative and maintenance tasks are performed; h) Assist in the planning, design, development, and maintenance of the Office's computerized information systems; undertake feasibility studies, analyze and recommend modifications to existing applications, etc.; i) Develop and recommend annual staff development programs in order to improve the efficiency and effectiveness of the Office's administrative and managerial capability; plan and organize the implementation of approved training; participate or provide training in subjects related to administration; j) Brief and guide project managers and other personnel of national and regional projects with respect to the management of all administrative operations and services; ensure that pertinent rules and regulations of the Organization, as well as conditions of agreements with donors and the government are observed; k) Prepare confidential correspondence, special reports, questionnaires, evaluations, and justifications related to specific and general administrative tasks within the area of responsibility, as necessary; l) Coordinate the periodic collection and analysis of pertinent economic and financial data in order to recommend rates or adjustments to rates for special service agreements, special contractual arrangements, agreements with donors, other participating institutions, etc.; m) Coordinate joint service with UN agencies administrative team; n) Develop, implement and ensure institutional/organizational security measures are complied with; o) Monitor and coordinate the upkeep and maintenance of the premises with services providers and Government counterparts as per contracts, basic and lease agreements for the property; p) Assist the Representative and the technical advisors in the active search of funding for priority projected in the country. Participate in meetings with donors; prepare presentations and necessary documents for obtaining financing; q) Supervise staff assigned to the Administrative Team, establish clear work objectives, conduct timely and effective performance appraisals, provide coaching and feedback, and support staff development opportunities; r) Coordinate and provide first level supervision to the administrative operation of PALTEX; s) Ensure basic program and budget management functions, in particular follow-up of program implementation, human resources plan and operational plan; t) 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 an accredited university. Desirable: A master's degree in a management, 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. --Analysis, synthesis and forecasting: After analyzing situations on the basis of the available evidence and knowledge, leads one's area of responsibility toward individual and collective actions. Encourages the importance of continual analysis. Verifies and promotes that action is taken in situations that will require future intervention, based on ongoing analysis. Leads others in decisions needed to implement required actions. Is capable of anticipating the implications of analyzed situations between one and two years ahead. --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. --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. --Administrative support for technical cooperation interventions: Utilizes a cross organizational perspective to provide administrative advice and support to the technical cooperation teams. Leads a solutions-based approach to resolving challenges. Employs an integrated approach to gain an understanding of the complex reality in which the Organization operates. --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. --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. 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 be 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, Outlook and SharePoint. Other IT skills and knowledge of other software programs such as Visio, Microsoft and Project would be an asset.
Experience: Seven years of combined national and international professional experience in administration, with supervisory responsibilities in budget, finance, personnel, procurement, and general services. Experience should include supervision and/or application of office automation software packages and information systems, as well as training abilities.
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: 34.5 % 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.