Administrative Assistant II

The Department of General Services Operations (GSO) provides building infrastructure and office logistics services at Headquarters in support of PAHO/WHO programs including general supervision of premises acquisition and disposal, building facilities and maintenance, management of fixed assets, office supplies and equipment, transportation, reprographics, coordination of conference facilities and interpreters. GSO also serves as PAHO/WHO security focal point within the UN security system.

The incumbent provides administrative support to general services operations and is responsible for coordinating the overall administrative support functions within the Unit. Assignments involve non-specialized and some specialized tasks requiring the selection, interpretation and assembly of information and data from several sources in examining problems for which several possible solutions exist, but which are normally covered by established practices. Decisions and recommendations involve the planning and scheduling of services and operations affecting timeliness, accuracy, and completeness. Frequent contacts with staff members throughout the office as well as extensive external contacts to provide or collect a variety of information, ensure common understanding, clarify and/or resolve operational arrangements on issues or services of importance to the Organization. Established office procedures are applicable but require interpretation in responding to unusual or more complex situations. Most functions are performed independently. Work is assessed the efficiency of services and conformance with established objectives

Under the general supervision of the Director, General Services and Operations (GSO) and the direct supervision of the Contract Management Specialist (GSO), the incumbent is responsible for, but not necessarily limited to, the following assigned duties:

• Support Technical Units regarding logistical and operational processes and activities related to meetings, conferences, and special events, including meeting room reservation, AV and interpretation services;

• Support technical units and catering services providers to ensure timely and smooth delivery in HQ;

• Prepare routine correspondence in English and Spanish; draft documents in conformance to PAHO style;

• Brief and train new staff on administrative procedures and practices and provide guidance, as required;

• Establish and maintain electronic files and controlled reference material;

• Conduct research of files, reports, and other sources to obtain material requested and, when necessary, compile summaries;

• Support the budgetary execution and monitoring of the department financial resources;

• Provide support to facility management processes;

• Assist in organizing travel arrangements for the department by obtaining concurrence, airline tickets, security clearance; gather and validate relevant background information for duty travel;

• Assist with all necessary processes in PMIS, including spend authorization, purchase of airline tickets and expense reports;

• Perform other related duties as assigned.

Overall attitude at work: Maintains integrity and takes a clear ethical approach and stance; demonstrates commitment to the Organization's mandate and promotes the values of the Organization in daily work and behavior; is accountable for work carried out in line with own role and responsibilities; is respectful towards, and trusted by, colleagues and counterparts.

Teamwork: Collaborate and cooperate with others/Deal effectively with conflicts - Works collaboratively with team members and counterparts to achieve results; encourages cooperation and builds rapport; helps others when asked; accepts joint responsibility for the team's successes and shortcomings. Identifies conflicts in a timely manner and addresses them as necessary; understands issues from the perspective of others; does not interpret/ attribute conflicts to cultural, geographical or gender issues.

Respecting and valuing individual differences: - Treats everyone with dignity and respect, fostering positive relationships with everyone. Reflects on personal behavior to avoid stereotypes and considers situations from the perspective of others.

Communication: Express oneself clearly when speaking/Write effectively / Share knowledge - Quality and quantity of communication targeted at audience. Listens attentively and does not interrupt other speakers. Adapts communication style and written content to ensure they are appropriately and accurately understood by the audience (e.g., power-point presentations, communication strategies, implementation plans). Shares information openly with colleagues and transfers knowledge, as needed.

Knowing and managing yourself: Remain productive /Manage stress/Continuously learn - Remains productive even in an environment where information or direction is not available, and when facing challenges; recovers quickly from setbacks, where necessary. Manages stress positively; remains positive and productive even under pressure; does not transfer stress to others. Seeks informal and/or formal learning opportunities for personal and professional development; systematically learns new competencies and skills useful for job; takes advantage of learning opportunities to fill competencies and skill gaps.

Producing Results: Work efficiently and independently / Deliver quality results/Take responsibility - Prioritizes work and makes planning/Organizational adjustments as necessary; seeks clarification from supervisor on timelines, as needed. Use feedback and input from supervisor to achieve results. Produces quality results and has frequent discussions with supervisors to achieve results. Is action-oriented and sees tasks through to completion. Shows understanding of own role and responsibilities in relation to expected results. Solicits and accepts direction and guidance from supervisor and team members and takes responsibility for own work and actions, as appropriate.

• Proficiency in the use of computer software in accordance with assigned responsibilities.

• Ability to write/originate routine and non-routine correspondence and reports in English and Spanish.

• Ability to prepare working translations.