O BJECTIVE OF THE OFFICE/DEPARTMENT
This is a requisition for employment at the Pan American Health Organization (PAHO)/Regional Office of the World Health Organization (WHO)
General Services Operations (GSO) provides building infrastructure and office logistics services at Headquarters in support of PAHO/WHO programs, including general supervision of premises acquisition and disposal, building facilities and maintenance, management of fixed assets, office supplies and equipment, transportation, coordination of conference facilities and interpreters. GSO also serves as PAHO/WHO’s security focal point within the UN security system.
DESCRIPTION OF DUTIES
Under the general guidance of the Director, General Services Operations (GSO) and the direct supervision of the Administrative Officer (GSO), the incumbent is responsible for, but not necessarily limited to, the following assigned duties:
1. Register new PAHO assets in PMIS and affix the corresponding inventory barcode number;
2. Assist in the administrative control of the asset management; maintain accurate asset management files;
3. Maintain asset PMIS records and produce periodic reports with the actual location of assets;
4. Follow up on recovery of assets from personnel who are relocating or separating from the Organization;
5. Coordinate temporary custody and subsequent disposal of returned obsolete assets in close cooperation with ITS department and/or the facility management company;
6. Test required changes in asset-related business processes and confirm the results of such tests to ITS for implementation, in collaboration with the supervisor;
7. Update regularly and ensure the accuracy of asset-related Job Aids, How-to Videos and Forms; recommend updates to supervisor and implement changes upon approval;
8. Explain procedures and train Business Assets Tracking Specialists (BATS) in the region on asset handling procedures;
9. Provide guidance and support to staff in the Region responsible for business assets tracking and on handling procedures;
10. Provide assistance to the supervisor in the follow up of compliance issues related to asset management;
11. Support the monitoring and periodic review of the asset report to correct any potential compliance issue for HQ departments;
12. Participate in the annual physical verification of assets, mainly in the scanning of items;
13. Provide follow up within the provided tool, of all requests related to asset management;
14. Support management of PAHO archives located in a record management facility and the Virginia Avenue building as follows:
15. Conduct inspections of PAHO premises and grounds, reporting any issues, and if needed register an SRS for action;
16. Perform other related duties, as assigned.
REQUIRED QUALIFICATIONS
Education:
Essential: Certificate of completion of high school.
Desirable: Training in asset management. Certification of Advanced Microsoft Excel would be an asset.
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 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.
Experience:
Essential: Four years of general office or administrative work experience.
Desirable: Experience working in asset management and use of ERP systems would be an asset.
SKILLS:
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.
Teamwork: Collaborate and cooperate with others - Demonstrates team spirit and actively participates in the work of the team; is supportive towards colleagues.
Respecting and promoting individual and cultural differences: - Relate well to diversity in others and capitalize 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.
Communication: Express oneself clearly when speaking/Write effectively - Clarifies quality and quantity needed in achieving set objectives with supervisor and immediate colleagues. Listens attentively and does not interrupt other speakers. Produces simple and clear written messages with few, if any, grammatical and spelling errors (e.g., e-mails, memos, letters, correspondence.
Knowing and Managing Yourself: Remain productive/Manage stress / Continuously learn - Stays productive when given new directions and remains focused despite competing demands. Manages stress positively; remains positive and productive, even under pressure and/or in challenging circumstances. Identifies areas for acquiring new knowledge and learns new tasks relevant to job.
Producing Results: Work efficiently and independently/Deliver quality results/Take responsibility - Prioritizes work and makes planning/Organizational adjustments as necessary; seeks clarification from supervisor on timelines, as needed. Uses feedback and inputs from supervisor to achieve results. Produces quality results and has frequent discussions with supervisor to achieve results. Is action-oriented and sees tasks through to completion. Shows understanding of own role and responsibilities in relation to expected results. Solicits and accepts direction and guidance from supervisor and team members and takes responsibility for own work and actions, as appropriate. Shows commitment and engagement when completing tasks. Takes responsibility for errors and learns from experience, as appropriate
Technical Expertise:
• Word processing in accordance with established standards.
• Ability to write/originate routine and non-routine correspondence and reports in English and Spanish.
• Ability to plan, organize, coordinate and carry out administrative processes such as: preparation of reports.
• Proficiency in the use of computer software in accordance with assigned responsibilities.
• Ability to research, analyze and organize information in order to prepare charts, graphics, reports, etc.
Languages:
Very good knowledge of English and Spanish.
IT Skills:
Demonstrated ability to effectively use current technology and software, as well as Enterprise Resource Planning (ERP). Other IT skills and knowledge of software programs such as Microsoft Excel, Outlook, OneDrive, PowerPoint, Teams, SharePoint, and Word are considered essential.
