24 September 2013
Vacancy Notice No: PAHO/13/FT404
Title: Administrator
Grade: NO-A
Contract type: Fixed-Term Appointment
Duration of contract: Two years, first year probationary period
Date: 24 September 2013
Application Deadline: 15 October 2013
Duty Station: Kingston, Jamaica
Organization unit: AM Americas (AM)
PAHO/WHO Representative Office In Jamaica (PWR-Jamaica)
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, 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 PWR 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, in close collaboration with Technical Advisors;
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 secured 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 where possible and represent the office on UN Committees such as the Operations Management Team (OMT), Security and Warden System, Salary Survey Committee;;
n) Develop, implement and ensure institutional/organizational security measures including the Minimum Operating Security Standards (MOSS) and the Minimum Operating Residential Security Standards (MORSS), 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 projects 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) Perform other related duties, as assigned.
REQUIRED QUALIFICATIONS
Education:
A bachelor's degree in business, public administration, finance, economics, or a related field from an accredited university.
Skills:
Key Behavioral Competencies:
--Intra-institutional Action: Displays, through behavior, understanding of PAHO's values and mission. Seeks information on and acts with understanding of the Organization's expectations while advancing further the understanding and application of its policies. Shows interest and concern for the activities related to his/her work in conjunction with the mission, values, vision and policies of the organization. Behaves consistently in accordance with the Code of Ethics of the Organization.
--Analysis, synthesis and forecasting: Objectively analyzes situations and, based on evidence and knowledge, suggests actions to improve implementation. Bases one's actions on available information, applies knowledge acquired from experience. Prioritizes the information according to one's needs or the Organization's. Is capable of anticipating the implications of analyzed situations between one to six months 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:
--Thorough theoretical and practical knowledge of 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.
--The incumbent must exercise tact and skill 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, SharePoint and Outlook. Other IT skills and knowledge of other software programs such as Visio and Project would be an asset.
Experience:
Essential: Three years of professional experience in administration, with supervisory responsibilities in budget, finance, personnel, procurement, and general services.
Desirable: 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 English with a working knowledge of Spanish. Knowledge of French and/or Portuguese would be an asset.
Additional Information:
ALL APPLICANTS ARE REQUIRED TO COMPLETE AN ON-LINE PERSONAL HISTORY FORM TO BE CONSIDERED FOR THIS POST.
CANDIDATES MUST HOLD A PERMANENT LOCAL WORKING VISA (CITIZENSHIP OR PERMANENT RESIDENT CARD) OF THE ABOVE MENTIONED DUTY STATION'S COUNTRY.
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)
JAM$2,776.543.00 at single rate
JAM$2,776.543.00 with primary dependants
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.
PAHO has a smoke-free environment and does not recruit smokers or users of any form of tobacco.
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