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Qualifications

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 Director of Administration is the chief administrative officer of the Organization and is responsible for providing advice to the Director and senior management on financial and administrative management rules and practices and for establishing and implementing policies, systems and procedures in order to improve organizational efficiency. Additionally, AM is responsible for PAHO’s Enterprise Risk Management program and corporate policies related to business continuity, internal controls and compliance.

DESCRIPTION OF DUTIES

Under the direct supervision of the Director of Administration, and in close collaboration with the Administrative Operations Advisor, the incumbent is responsible for, but not necessarily limited to, the following assigned duties:

1.    Collaborate on the coordination of the participative development and implementation of the Organization’s administrative vision;

2.    Support the Office of AM in the development, coordination and implementation of special projects and initiatives under the responsibility of the AM area and the departments under its supervision, including cross-departmental projects aimed at increasing the administrative effectiveness, efficiency and transparency of the Organization;

3.    Support the Director of Administration and collaborate with the Administrative Operations Advisor in the preparation and implementation of a Shared Services Initiative proposal, synthesizing information from relevant administrative entity departments and country offices to present a cohesive plan of implementation tailored to the unique needs and characteristics of the Organization;

4.    Coordinate AM entity follow-up on PAHO Forward initiatives with the administrative departments and with the Office of the Director;

5.    Support and follow up on the process of development of KPIs for administrative departments;

6.    Support the Director of Administration in the PAHO Green Initiative, collaborating with PAHO Green Working Group members and supporting the development of the plan of action in a timely manner;

7.    Research best practices in administrative service delivery within UN agencies and across organizations to provide and share best practices to AM entities in support of administrative process efficiency gains;

8.    Analyze proactively business and management processes, monitor business processes in PAHO, gather information on best practices within PAHO, produce metrics and reports to gather evidence and useful information for the definition and implementation of controls or changes in policies and procedures aimed at increasing efficiency and accountability across the Organization. In coordination with the Administrative Operations Advisor, convene working groups to facilitate the streamlining of processes;

9.    Collaborate closely with ERM and Compliance colleagues in the AM unit to facilitate collaboration within the subunits of the department;

10. Perform other related duties, as assigned.

REQUIRED QUALIFICATIONS

Education:

Essential: A bachelor’s degree in management, business administration, organizational development or any other field related to the functions of the post from a recognized university.

Desirable: A master’s degree in management, business administration, organizational development or project management

In the event that your candidature is retained for an interview, you will be required to provide, in advance, a scanned copy of the degree(s)/diploma(s)/certificate(s) required for this position.  PAHO, considers higher educational qualifications obtained from an institution accredited/recognized in one of the following databases:

World Higher Education Database (WHED), list updated by the International Association of Universities (IAU) / United Nations Educational, Scientific and Cultural Organization (UNESCO).  The list can be accessed through the link:  http://www.whed.net/

Council for Higher Education Accreditation http://www.chea.org/search/default.asp

College Navigator, found on the website of the National Centre for Educational Statistics, https://nces.ed.gov/ college navigator to support the validation process.

Any appointment/extension of appointment is subject to PAHO Staff Regulations, Staff Rules and e-Manual.

For information on PAHO please visit: http://www.paho.org

Experience:

Essential: Seven years of combined national and international experience in organizational development; business process and analysis, reengineering process, implementing organizational change, including at least five years supervisory experience in areas related to human resources, budget/finance, procurement, general services and security.

Desirable: Experience in the development, implementation and managing of projects, preferably in an international organization would be an asset.

SKILLS:

PAHO Competencies:

·       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 conflict – Creates team spirit; promotes collaboration and open communication

in the team; proactively supports others; welcomes team responsibilities and drives team results; promotes knowledge sharing in the team. Proactively identifies conflicts and facilitates their resolution in a respectful manner; tactfully resolves conflicts between or with others and takes action to reduce any possible tension; effectively builds a rapport with individuals and teams, establishing good personal and professional relationships, as well as minimizing risk of potential conflict.

·       Respecting and promoting individual and cultural differences: Relate well to diversity in others and capitalize on such diversity – Treats all people with dignity and respect. Relates well to people with different cultures, gender, orientations, backgrounds and/or positions; examines own behavior to avoid stereotypical responses; considers issues from the perspective of others and values their diversity.

·       Communication: Express oneself clearly when speaking/Listen/Write effectively/Share knowledge – Foresees communication needs of audience and targets message accordingly. Facilitates open communication; encourages others to share their views openly and takes time to understand and consider their views. Writes down ideas in a clear, structured, logical and credible way; drafts and supports the development of guidelines, policies and procedures. Shares relevant information openly and ensures that the shared information is understood; considers knowledge sharing as a constructive working method and demonstrates awareness of the Organization.

·       Producing Results: Work efficiently and independently/Deliver quality results/Take responsibility – Prioritizes work, monitors own progress against objectives and adapts plans as required; communicates adjustments as necessary. Acts proactively and stimulates action as needed; handles problems effectively and constructively. Produces high-quality results and workable solutions that meet clients’ needs. Works independently to produce new results and sets own timelines effectively and efficiently. Shows awareness of own role and clarifies roles of team members in relation to project’s expected results. Makes proposals for improving processes as required and takes responsibility for own work and/or actions, as necessary. Demonstrates positive attitude in working on new projects and initiatives. Demonstrates accountability for own success, as well as for errors; learns from experience.

·       Moving forward in a changing environment: Propose change/Adapt to change – Actively supports Organizational change initiatives and demonstrates personal commitment to them, including when faced with new demands; proposes workable solutions to challenging situations. Engages in positive responses to a changing environment and promotes workable solutions to achieve own and team’s results. Welcomes, and actively seeks to apply, new ideas, approaches and working methods and technologies in order to improve own and/or team’s work processes and results; demonstrates commitment to Organizational change initiatives.

·       Ensuring effective use of resources: Strategize and set clear objectives/Monitor progress and use resources well – Sets specific, measurable, attainable, realistic and timely objectives in line with those set by the supervisor and follows up to achieve them; takes into account impact on own work; shows awareness of how own work contributes to the PAHO Program of Work. Resets priorities in response to unexpected circumstances; applies measures to monitor resources and progress as planned; looks for cost- effective solutions; identifies resources ‒ financial, human and technological ‒ needed to achieve

Technical Expertise:

·       Theoretical and practical expertise at the highest level in aspects related to administration and business process analysis.

·       Mature judgment, strong organizational, analytical, conceptual skills; demonstrated ability to assess, analyze, synthesize and provide recommendations on key programmatic issues.

·       Ability to integrate managerial and technical inputs into recommendations for the decision-making process; ability to manage multiple issues and tasks in a complex organizational environment.

·       Strong interpersonal skills, tact and diplomacy to effectively communicate with senior level officials, multiple stakeholders and professionals from diverse cultural and professional backgrounds.

·       Excellent organizational and analytical skills combined with strong professional oral and writing skills including the development of reports, oral presentations, and summary documents for consideration at the highest levels of the Organization.

Languages:

Very good knowledge of English or Spanish with a working knowledge of the other language. Knowledge of French and/or Portuguese

would be an asset.

IT Skills:

Demonstrated ability to effectively use current technology and software, spreadsheets and presentations, as well as Enterprise Resource Planning (ERP) and management information systems. Other IT skills and knowledge of software programs such as Microsoft Excel,

Outlook, OneDrive, PowerPoint, PowerBi, Teams, SharePoint, and Word are considered essential.

REMUNERATION

Monthly Salary: (Net of taxes)

$ 5,343.42 (Salary is non-negotiable)

Post Adjustment:

$ 3,751.08  This amount is to be considered as indicative since variations may occur each month either upwards or downwards due to currency exchange rate fluctuations or inflation.

ADDITIONAL INFORMATION

·       This vacancy notice may be used to identify candidates to fill other similar short-term professional positions, at the same grade level.

·       PAHO/WHO offers an attractive compensation package including a monthly net salary and post adjustment, which reflects the cost of living in a particular duty station and exchange rates (subject to mandatory deductions for pension contributions and health insurance).  Other benefits may include: 2.5 days annual leave per month, generous telework policy, parental leave, sick leave, pension plan, and health insurance scheme.  Other benefits for internationally recruited staff may include travel and removal expenses on appointment and separation, settling-in grant and rental subsidy.

·       Candidates will be contacted only if they are under serious consideration. A written test and/or interview will be held for this position as a form of screening.

·       The post description is the official documentation for organization purposes.

·       Any appointment/extension of appointment is subject to PAHO Staff Regulations, Staff Rules and e-Manual.

·       For information on PAHO please visit: http://www.paho.org

·       PAHO/WHO is committed to workforce diversity.

·       PAHO is an ethical organization that maintains high standards of integrity and accountability. People joining PAHO are required to maintain these standards both in their professional work and personal activities.

·       PAHO also promotes a work environment that is free from harassment, sexual harassment, discrimination, and other types of abusive behavior. PAHO conducts background checks and will not hire anyone who has a substantiated history of misconduct.

·       PAHO personnel interact frequently with people in the communities we serve. To protect these people, PAHO has zero tolerance for sexual exploitation and abuse. People who commit serious wrongdoing will be terminated and may also face criminal prosecution.

·       PAHO/WHO is a smoke-free environment.

·       Applications from women and from nationals of non and underrepresented Member States are encouraged.

·       All applicants are required to complete an on-line profile to be considered for this post.