Administrative Assistant – G06

Administrative Assistant – G06

DUTIES AND RESPONSIBILITIES:

This is a highly skilled, semi-professional work in administrative, technical and program functions. (Note: these responsibilities and expected results are standardized, and are not necessarily performed by all staff members sharing this job title):

Administrative Responsibilities:

•    Identify and resolve diverse administrative issues and problems as they arise and determine appropriate actions.

•    Establish and maintain a document/work assignment tracking system including receiving, screening, logging, routing, retrieval and follow-up of documents and assignments.

•    Assist during the bidding process in the acquisition of products and services for projects and programs.

Budget and Finance Responsibilities:

•    Have first-line responsibility for the efficient organization and functioning of budgetary and financial activities for the area of work, including for the implementation of the GS/OAS administrative, budgetary and financial rules and regulations, established procedures and practices.

•    Provide information on budgetary and financial issues; monitoring funds availability and implementation of activities in various projects; and developing cost proposals, researching and summarizing information.

•    Using ORACLE and/or other automated system, monitor, follow-up on and analyze budgetary, financial, and administrative actions, including, but not limited to, obligating funds, ascertaining and certifying the availability of funds for projects, effecting accounting entries to record expenditures and advances, and remitting payment instructions; ensuring the ongoing maintenance of budgetary and financial records regarding donors’ contributions, grants and projects agreements; developing and implementing mechanisms to monitor the execution of funds, drafting reports in compliance with donor requirements, researching and identifying sources of funds for new projects from external fund budget.

•    Coordinate, prepare and review financial requests against regular and external funds, ensuring that requests are within budget, obtaining clearance and approval, and following-up with other GS/OAS entities as appropriate.

•    Advise staff at all levels in the area of work on administrative, budgetary, and financial matters, and the execution of budgets, providing briefings on “best practices” for the preparation and processing of budgetary and financial requests.

Other Responsibilities:

•    Analyze incoming documents (e.g. correspondence) and other information, including, but not limited to, determining appropriate action and/or consulting senior staff or his/her supervisor to obtain guidance and instructions on unusual and/or difficult issues, compiling background information and drafting replies.

•    As assigned and within the delegated authority, review and adapt the budgetary, financial and administrative guidelines and procedures to the specific needs of the area of work, guiding and advising staff at all levels on all aspects of such.

•    Establish and maintain efficient relationships with a broad range of staff at all levels, obtaining background information and relevant documents and highlighting relevant issues in order for the staff Organization of American States General Secretariat 2 in the area of work to be fully informed.

•    Draft and edit agreements, reports and presentations on projects, programs and activities for consistency and compliance with the GS/OAS rules and procedures.

•    Assist in preparation of documentation and logistical arrangements for personnel traveling from/to country projects and programs.

•    Actively engage the Performance Evaluation System: Establishing work expectations with the direct supervisor by defining individual annual objectives, participating in ongoing performance conversations, and making sure to have a formal performance evaluation meeting.

•    Perform other related duties as assigned, including replacing and backstopping for others.

QUALIFICATIONS:

EDUCATION & EXPERIENCE:

Essential: High school diploma or technical/commercial training and seven years of relevant experience OR advanced training and five years of relevant experience.

Desirable: Experience in the OAS or knowledge of its rules, regulations, and administrative procedures/practices as related to the area of work. Some experience in budget and finance administration.

COMPUTER SKILLS:

Ability to effectively work using Microsoft Office (e.g. Word, Excel, PowerPoint, Outlook, and other applications such as Oracle, Visio, Access, Share Point) and software applicable to the area of work.

LANGUAGES:

•    Essential – Proficient in at least two of the official languages of the OAS (English, Spanish, French, and Portuguese), (read, write and communicate).

•    Desirable – Working knowledge of other two OAS official languages.

PERSONAL COMPETENCIES:

Demonstrated communication skills (verbal and written); tact, discretion and diplomacy; sound presentation skills.

The GS/OAS embraces equality, diversity and inclusion. Thus, the GS/OAS, in accordance with its rules and regulations, is committed to providing equal opportunities in employment, achieving a diverse staff, and will take into account a wide geographic representation, as well as gender equity and equality, in the selection of candidates.

In accordance with paragraph f. of Article 44 of the General Standards, the official languages of the Organization are English, French, Portuguese, and Spanish.  No candidate for a position in the General Secretariat subject to the competition requirement shall be contracted until he/she has passed language proficiency exams administered by the DHR in at least two of the official languages. Nevertheless, i) Any candidate, including staff member whose native language is one of those four languages shall only be required to demonstrate proficiency on an exam in one of the others; and (ii) Persons applying for G-1 and G-2 positions at Headquarters and G-3 driver/clerk positions in those Offices of the General Secretariat in the Member States where the language requirement unduly restricts the recruitment of otherwise qualified staff shall be exempt from this language proficiency requirement for as long as they occupy those positions. Subsequently, in order to be eligible to compete for a higher-level position, any staff member who has benefited from this exemption must demonstrate proficiency in a second official language of the Organization. (iii) A person selected as the best candidate may receive a fixed-term contract, which will be considered to have lapsed in case the person does not pass the required language examination within the 36 months following the appointment.
 

Please note that the mandatory retirement age for staff members at the General Secretariat of the OAS is 65.

Benefits:

- Paid Annual Leave: 21 days from 1st year.  Increase to 30 days within 5 years.  
- Sick Leave and Parental Leave. 
- Health and Life Insurance: OAS pays 2/3 of premium health, 100% life 
- Pension and Savings Plans: OAS contributes 14% of pensionable remuneration to a Retirement and Pension Plan. Staff contribute 7%.