Administrative Assistant Ii

**Grade**: G5

**Contractual Arrangement**: Temporary appointment under Staff Rule 420.4

**Job Posting**: Sep 16, 2024, 3:31:37 PM

**Closing Date**: Sep 30, 2024, 4:59:00 PM

**Primary Location**: Panama-Panama City

**Organization**: Health Emergencies

**Schedule**: Full-time


**OBJECTIVE OF THE OFFICE/DEPARTMENT**

**This requisition is for employment at the Pan American Health Organization (PAHO)/Regional Office of the World Health Organization (WHO)**

The objective of the Health Emergencies Department (PHE) of the Pan American Health Organization (PAHO/WHO) is to increase health sector resilience to emergencies and disasters. PHE assists Member States to strengthen the health sector’s capacities in prevention, risk reduction, preparedness, surveillance, response, and early recovery for emergencies and disasters related to any hazards (natural, man-made, biological, chemical, radiological and others) and, when national capacities are overwhelmed, to lead and coordinate the international health response to contain disasters, including outbreaks, and to provide effective relief and recovery to affected populations. PHE is responsible for ensuring the implementation and updating of the PAHO/WHO Institutional Emergency and Disaster Response Policy.

**DESCRIPTION OF DUTIES**

Under the direct supervision of the Subregional Advisor, Health Emergencies (Central America) (PHE/HEO), and the general supervision of the Administrative Officer, Health Emergencies Department (PHE/HEO), the incumbent is responsible for, but not necessarily limited to, the following assigned duties:
1. Perform administrative support functions; provide direct administrative support to the Subregional Advisor, Health Emergencies as necessary; maintain calendar of appointments and deadlines; assist in coordinating the overall administrative support functions within PHE's decentralized subregional office;
2. Assist in the implementation of PAHO’s disaster and emergency response operations, as assigned, including emergency deployments, recruitment of staff and contingent workers, and procurement, in alignment with the Organization’s established special emergency procedures (SEPs); serve as a member of PHE’s pool of administrative assistants who are available for surge capacity for response operations;
3. Prepare routine correspondence in English and Spanish; draft articles, reports, technical documents, charts, and a variety of correspondence involving the use of technical terminology to ensure accuracy and conformance to PAHO style; prepare agendas and other material for use on official trips or special meetings;
4. 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;
5. Assist in logístical and operational processes and activities within PHE's decentralized subregional office, as well as with other offices throughout the Organization;
6. Prepare correspondence on own initiative or from verbal instructions, for signature; prepare draft translations of correspondence and other materials from English into Spanish and vice versa; 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;
7. Assist in the coordination, preparation and implementation of internal and external meetings, conferences, seminars, or other events, including virtual events/meetings; prepare correspondence and documentation as needed;
8. Brief and train new staff on administrative procedures and practices and give guidance, as required;
9. 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;
10. Initiate and monitor the status of documentation for the appointment and recruitment of professional and general service staff, consultants, short-term professionals and contractors, and carry out the necessary steps in the PASB Management Information System (PMIS) to successfully complete HR actions;
11. Initiate HR, budget and finance related actions in PMIS for staff and contingent workers, as requested;
12. Update budget and financial information in the 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;
13. Participate in the implementation of the Project’s Biennial Work Plan (BWP); provide assistance for matters related to the BWP; review and monitor budgetary and financial information in the PMIS system; monitor the status of budgetary execution and