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Administrative Operations Advisor

Date de publication


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Description du poste :



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.


Under the direct supervision of the Director of Administration (AM), the incumbent is responsible for, but not necessarily limited to, the following assigned duties:

1. Coordinate the participative development and implementation of the Organization's administrative vision; provide advice and support Administrators and Managers to incorporate the administrative vision and related goals into the Strategic Planning process;
2. Establish a strong professional support network and collaborative team among administrative personnel in HQ, Country Offices and Centers, developing synergies in the knowledge and competencies of the network members. Maintain virtual collaborative sites for suggestions and input from all Administrators, guidance or clarifications of policies/procedures, and contact points for specific issues. Include Administrators throughout PAHO as members of management assessment teams throughout the region;
3. Analyze business and management processes to evaluate effectiveness and efficiency levels. Make recommendations to Director of Administration and appropriate business owners for changes to policies and procedures, or clarification of rules to improve the effectiveness of PAHO's processes and practices. In coordination with the appropriate HQ Business Owner, facilitate the streamlining of those processes through convening working groups to enhance and improve business processes, standard administrative guidelines, manuals and policies;
4. Coordinate/participate with the Office of Country and Subregional Coordination (CSC) teams to ensure that human resources and administrative support needs are identified and communicated to appropriate business owners. Monitor business processes in other public and private sector organizations to provide best practices and determine feasibility of implementation in PAHO. Liaise with WHO and other UN organizations to provide guidance and support to the PAHO Administrators on best practices and on cross-UN initiatives, such as the UN common services;
5. In collaboration with senior management (PWRs, Center Directors, and Department Directors) and with the Administrators, identify priority competencies for PAHO administrative personnel, including during times of disaster response. Take the lead in coordinating learning opportunities for cross-Organizational learning needs (with business owners and the network of Administrators taking the lead on content). Work with individual supervisors to get training needs met where gaps exist, as identified in the strategic review process;
6. Develop and train a team of Administrators from across the Organization to participate in administrative reviews as needed based on requests from PWRs, Subregional Directors, and Center and Department Directors. Ensure that issues requiring resolution by AM Departments/Units are brought to the attention of the appropriate Department Director. Track and monitor to ensure that all issues raised during administrative reviews or transfers are brought to a successful closure;
7. Take the lead in actions necessary for the classification, selection and assignment of Administrators in PAHO, supporting PWRs, Center Directors and entity Directors in this process. Lead the process to maintain the Roster of Administrators. Ensure that the grades of international administrator positions are in line with the complexity of each cost center and duty station. Provide input to the second level supervisor (the Director of Administration) regarding the performance evaluations of all Administrators, both in HQ and the Country Offices/Centers;
8. Act as the lead and focal point for the preparation, submission and implementation of AM's Biennial Workplan, and the required documents for the Program Management and Assessment exercises;
9. Support the Director of AM in the development, coordination and implementation of special projects and initiatives under the responsibility of AM area, including cross-departmental projects (such as the Shared Services Initiative) aimed to increase administrative effectiveness, efficiency and transparency of the Organization;
10. Serve as proactive advisor to the Director of AM and act as a liaison with Administrators, PWRs, Center Directors and Department Directors for urgent matters when the Director of AM is not immediately available, proactively communicating with and providing balanced problem-solving advice in support of the Organization's objectives;
11. Serve as liaison with the Office of Internal Audit (OIA), coordinating the response to OIA internal audit reports;
12. Perform other related duties, as assigned.



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

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. WHO, only considers higher educational qualifications obtained from an institution accredited/recognized in the World Higher Education Database (WHED), a 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/. PAHO will also use the databases of the Council for Higher Education Accreditation http://www.chea.org and College Navigator, found on the website of the National Centre for Educational Statistics, https://nces.ed.gov/collegenavigator to support the validation process.


Essential: Nine years of combined national and international experience in organizational development; business analyses process, 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.


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.
* Respecting and promoting individual and cultural differences: Relate well to diversity in others and capitalize on such diversity - Relates well to diversity in others and capitalizes 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.
* Teamwork: Collaborate and cooperate with others - Works collaboratively with team members and counterparts to achieve and build rapport; helps others when asked; accepts joint responsibility for the team's successes and shortcomings.
* Communication: Write effectively/Share knowledge - 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 - Monitors own and others' work in a systematic and effective way, ensuring…