Title: Director
of Administration
Vacancy Notice No:
PAHO/13/FT480
Grade: D2
Contract type: Fixed-Term
Appointment
Duration of contract: Two years, first year
Application Deadline: 25 November 2013
Duty Station:
Washington, D.C., United States of America
Organization unit: AM Americas (AM)
Director of Administration
(AM)/Executive Management (EXM)
OBJECTIVES OF THE PROGRAMME :
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.
Description of duties:
Under the direct supervision of the
Director, the Director of Administration (AM) supervises the following
administrative Departments: Information Technology Services (ITS), including
the Information Security function, Financial Resources Management (FRM), Human
Resources Management (HRM), General Services Operations (GSO), and Procurement
and Supply Management (PRO). The incumbent is responsible and held accountable
for, but not necessarily limited to, the following duties:
a) Serve as the principal advisor to
the Director on all administrative, financial, human resources, information
technology, information security, procurement and logistic matters, and as the
senior representative of the Organization for all key managerial,
administrative and financial issues, including attendance at important
meetings;
b) Ensure that the Organization has
the necessary managerial, logistical and administrative support, with the
required financial, human and material resources to implement its principal
activities and programs of work and properly carry out its technical
cooperation mandate at country level;
c) Serve as the Executive Sponsor of
the Organization's new corporate Enterprise Resource Planning (ERP) system,
including the design, implementation, and testing of the areas of human resources,
finance, procurement, planning, budgeting, information systems, etc;
d) As a member of Executive
Management (EXM), participate with the Director in leading the Organization,
including defining the Organization's strategic direction and priorities, and ensuring
the implementation of crosscutting initiatives in accordance with PAHO
policies. With the EXM Team, establish and promote a solid and consistent
managerial model that demonstrates integrity, credibility, prudent management
of risk, trust and value to Member States, donors and other partners; keep
other EXM members apprised of matters which require attention to maintain this
model;
e) Review and approve the strategy,
objectives, plan and proposed budget of the AM Departments; ensure that each
Department's biennial work plan is aligned with the Organization's mission,
vision, values, policies, strategies, business needs and priorities; determine
the viability of and recommend projects, activities and program elements for
each Department; approve strategy implementation, including suitable financing
and executing arrangements; ensure that results are achieved or on-target;
provide guidance on redefining objectives, strategies or activities, as needed.
Oversee and monitor the administration and allocation of the human, financial
and logistical resources of the Director of Administration Office; prepare and
justify the Office's program and budget proposals;
f) Establish sound policies,
procedures, practices, systems and standards that are consistent with best
practice in order to ensure proper accounting, financial and human resources
management and control; to promote the efficient and effective use of the
Organization's resources; and to provide adequate accountability and controls;
g) Advise managers on the
fulftllment and proper exercise of their administrative responsibilities within
the authorities delegated to them; provide to managers and staff with timely
and adequate information for decision-making purposes;
h) Establish and maintain sound
financial and management control mechanisms in order to safeguard the financial
resources and assets of the Organization, ensuring that all assets, investments
and transactions are adequately recorded, reported, and controlled;
i) Coordinate all matters relating to
the safety and security of staff and the protection of the property and assets
of the Organization throughout the Region;
j) Interact with senior authorities
of United States Government agencies to inform them about PAHO and gain their
support in addressing regional administrative issues; liaise with the national
authorities with respect to important administrative, financial and logistical
matters;
k) Provide technical advice to
country offices on all administrative matters, including financial, human resources,
information technology, information security, procurement and logistics;
provide guidance and second-level supervision to all Country Office
Administrators and Department Administrative Officers;
I) Formulate or propose policies,
objectives, strategies, methodologies and resource allocations which will
implement the Governing Bodies mandates; review, approve or prepare reports and
presentations to Governing Bodies on administrative, financial and logistical
matters or progress reports for the work of the AM Departments;
m) Promote, establish, maintain and
coordinate communication across PAHO, within WHO and with other United Nations
Organizations, the Organization of American States (OAS) and with other
partners, in order to maximize programmatic integration, efficiency and
effectiveness;
n) Promote teamwork across the
Organization and establish an environment which encourages participation,
stimulates each staff member's creativity and interest and fosters a
multidisciplinary approach to the solution of specific problems;
o) Provide leadership, guidance and
monitoring of supervised staff by setting clear work objectives, ensuring
timely and effective use of performance reviews and feedback mechanisms,
engaging in regular communications, and solving interpersonal or technical
conflicts; establish and support a learning environment, to include staff
development in PAHO fundamentals, managerial competencies and technical
expertise;
p) Supervise the establishment,
development and implementation of administrative policies under the areas of
responsibility;
q) Serve as communication link
between the Director and areas under the Director of Administration's authority
on matters of policies, strategies and program implementation and evaluation;
r) Chair a variety ofPAHO-wide
committees and working groups, as assigned by the Director;
s) Perform other duties as assigned
by the Director.
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.
REQUIRED QUALIFICATIONS
Education:
A bachelor's and master's degree in
business or public administration or in a related field.
Skills:
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