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 to improve organizational efficiency.
The Director of Administration is one of the members of the Organization’s Executive Management (EXM) team and participates in the top-level strategic planning of organizational activities; in the formulation of organizational policies, objectives, and plans; in the allocation and revision of program priorities; and in the determination of the financial, information and technology, human and material resources required to support organizational activities. The Director of Administration provides advice and guidance on financial and administrative management practices to all managers and their staff; and serves as the senior representative of the Director on all high – level administrative management meetings and discussions.
Essential Duties and Responsibilities:
Under the direct supervision of the Director, the Director of Administration (AM) supervises the following administrative Departments: Information Technology Services (ITS), 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 f or, 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 corporate Enterprise Resource Planning (ERP) system, including the design, implementation, and testing of system functionalities in 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) Design, develop and implement innovative transformational administrative strategies, aimed at ensuring improved operating models aligned with new approaches to technical cooperation, virtual modalities of work, etc. to facilitate the uninterrupted and efficient conduct of PAHO’s business in the face of constant change.
f) 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 are 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’s Office; prepare and justify the Office’s program and budget proposals.
g) 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.
h) Advise managers on the fulfillment and proper exercise of their administrative responsibilities within the authorities delegated to them; provide managers and staff with timely and adequate information for decision-making purposes.
i) 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.
j) 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.
k) 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.
l) 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.
m) 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 on the work of the AM Departments.
n) 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, to maximize programmatic integration, efficiency and effectiveness.
o) 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.
p) 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.
q) Supervise the establishment, development, and implementation of administrative policies under the areas of responsibility.
r) 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.
s) Chair a variety of PAHO-wide committees and working groups, as assigned by the Director.
t) Perform other duties as assigned by the Director.
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.
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. Demonstrated ability to provide professional leadership to strategic, organizational, managerial and analytic work; resourcefulness, initiative, highly developed judgment and interpersonal skills to deal with difficult situations, sensitive issues, establish and maintain effective working relations with people of different professional levels, discipline, nationalities, and cultural background.
Administrative: Skills or experience with creation and integration of administrative processes for the delivery of the highest quality results for administrative services.
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.
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.
Education
A bachelor’s and master’s degree in business, public administration, management or in a field related to the functions of the position from a recognized university.
Pan American Health Organization (PAHO) wears two institutional hats: it is the specialized health agency of the Inter-American System and also serves as Regional Office for the Americas of the World Health Organization (WHO), the specialized health agency of the United Nations.
The Pan American Health Organization (PAHO) is the specialized international health agency for the Americas. It works with countries throughout the region to improve and protect people's health.
PAHO engages in technical cooperation with its member countries to fight communicable and noncommunicable diseases and their causes, to strengthen health systems, and to respond to emergencies and disasters.
PAHO is committed to ensuring that all people have access to the health care they need, when they need it, with quality and without fear of falling into poverty. Through its work, PAHO promotes and supports the right of everyone to good health.
To advance these goals, PAHO promotes technical cooperation between countries and works in partnership with ministries of health and other government agencies, civil society organizations, other international agencies, universities, social security agencies, community groups, and other partners. PAHO promotes the inclusion of health in all public policies and the engagement of all sectors in efforts to ensure that people live longer, healthier lives, with good health as their most valuable resource.
Under the leadership of its 51 member countries and territories, PAHO sets regional health priorities and mobilizes action to address health problems that respect no borders and that, in many cases, jeopardize the sustainability of health systems.
From its Washington, D.C. headquarters, 27 country offices and three specialized centers in the region, PAHO promotes evidence-based decision-making to improve and promote health as a driver of sustainable development.
