Post Title: Director of Administration
Organization: AM Americas (AM)
Location: Washington, D.C., United
States of America
Grade: D2
Contract type: Fixed-Term Appointment
Duration of contract: Two years, first year probationary period
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:
·
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;
·
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;
·
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;
·
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;
·
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;
·
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;
·
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;
·
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;
·
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;
·
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;
·
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;
o
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;
·
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;
·
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;
·
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;
·
Supervise the establishment, development and
implementation of administrative policies under the areas of responsibility;
·
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;
·
Chair a variety ofPAHO-wide committees and
working groups, as assigned by the Director;
·
Perform other duties as assigned by the
Director.
REQUIRED QUALIFICATIONS
Education:
A bachelor's
and master's degree in business or public administration or in a related field.
Skills:
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.
Key Behavioral Competencies
·
Intrainstitutional Action: Displays, through
leadership and decisions, understanding of the political systems and underlying
drivers. Plans and evaluates both unit and individual results to achieve the
PAHO's mission. Requires that projects be grounded in scientific evidence and
that they be consistent with PAHO's vision, mission and values, and appropriate
for the setting in which they will be carried out. Demonstrates a full
commitment to the mission and values of the Organization by aligning the area
of work with the strategic direction of the Organization. Behaves consistently
in accordance with the Code of Ethics of the Organization.
·
Performance Management: Evaluates the
performance of subordinates in terms of the organizational strategy, provides
feedback offering measurable suggestions and promotes their professional
development. Develops and implements realistic and achievable work
plans--including tasks, priorities, resources and schedules. Adjusts goals and
courses of action to meet changing needs. In a systematic way, develops people
through demanding and challenging projects utilizing each employee's
competencies. Effectively uses the Organization's official performance
evaluation processes and systems. Uses a regular evaluation system. Provides
constant and positive feedback to focus development efforts.
·
Teamwork: Develops a high performing team in
one's operational area and also encourages teamwork across the Organization.
Establishes and models the standard for teams and teamwork. Provides
significant contributions when participating in internal and external work
teams. Initiates and leads mutually beneficial productive interpersonal
relationships based on trust, both inside and outside the Organization.
·
Accountability: Develops a culture that utilizes
accountability strategies at all levels and activities, processes, and
functions in one's area. Oversees the development and required dissemination of
appropriate reports on the monitoring of interventions in terms of partial and
final results, as well as all the activities of one's area.
·
Devising the budget for interventions and cost
optimization: Achieves valuable results from the organizational strategies.
Makes optimal use of the available resources. Advocates ethical behavior and
follows organizational guidelines when managing resources, helping to prevent
and eventually resolving conflicts of interest.
·
Thinking. planning and the strategic management
of technical cooperation interventions: Evaluates the ideas for interventions
in terms of their potential for change and transformation before deciding to
execute them. Follows the Organization's strategy in executing technical
cooperation interventions in order to generate expected results.
·
Resource Mobilization: Establishment of an
internal culture that supports the Organization's strategic direction program
of work and the organizational results to enable effective resource
mobilization. Supports and makes all efforts to increase the level of resources
that are considered necessary for operations. Is capable of negotiating with
different types of organizations. Uses the financial and nonfinancial resources
with objectivity. Is able to achieve the goals and results with the resources
they have.
Technical Expertise
·
Technical: Must have expert knowledge in public
administration and sound familiarity with other fields relevant to the Director
of Administration's responsibilities.
·
Managerial: The incumbent must possess proven
executive level management and administrative skills. Must have substantial
knowledge of international organizations and of the Region. Must further
possess a recognized capacity to lead and supervise by negotiation, persuasion
and through consensus-building.
·
Administrative: Skills or experience with
creation and integration of administrative processes for the delivery of the
highest quality results for administrative services. Courtesy, tact,
sensitivity to manage confidential information, and ability to establish and
maintain effective working relations with people of different professional
levels, nationalities, and cultural, social, political and economic diversity
within and among countries.
Experience:
Essential:
Extensive national and international experience in progressively responsible
senior level managerial positions in administration, including strategic
planning and executive functions.
Desirable:
Experience in leading the implementation of an ERP system in an international
environment would be an asset.
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.
Additional Information:
PAHO offers
an attractive compensation package including an annual net salary (subject to
mandatory deductions for pension contributions and health insurance),
dependency benefits, pension plan, health insurance scheme, and 30 days annual
leave.
How to apply
All
applicants are required to complete an on-line personal history form to be
considered for this post.
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.
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.
Vacancy Notice No: PAHO/13/FT480
Closing date: 25 November 2013
Refer to
original website below;
https://erecruit.who.int/public/hrd-cl-vac-view.asp?o_c=1000&jobinfo_uid_c=28273&vaclng=en