Administrative Assistant II (PHE)

Grade:

G-5

Salary - Monthly (Non-Negotiable):

2,292.67 USD

Contractual Agreement:

Staff - General Services Non-post

Job Posting:

August 20, 2025

Closing Date:

September 10, 2025, 11:59 PM Eastern Standard Time

Primary Location:

Panama City, Panama

Organization:

HEO Health Emergencies Office

Schedule:

Full time

Description Of Duties:

Summary Of Responsibilities

• Under the direct supervision of the Subregional Advisor, Health Emergencies (Central America) (PHE/HEO), and the general
• supervision of the Administrative Officer, Health Emergencies Department (PHE/HEO), the incumbent is responsible for, but not
• necessarily limited to, the following assigned duties:
• a) Perform administrative support functions; provide direct administrative support to the Subregional Advisor, Health Emergencies as
• necessary; maintain calendar of appointments and deadlines; assist in coordinating the overall administrative support functions
• withinPHE's decentralized subregional office;
• b) Assist in the implementation of PAHO’s disaster and emergency response operations, as assigned, including emergency
• deployments, recruitment of staff and contingent workers, and procurement, in alignment with the Organization’s established special
• emergency procedures (SEPs); serve as a member of PHE’s pool of administrative assistants who are available for surge capacity for
• response operations;
• c) Prepare routine correspondence in English and Spanish; draft articles, reports, technical documents, charts, and a variety of
• correspondence involving the use of technical terminology to ensure accuracy and conformance to PAHO style; prepare agendas and
• other material for use on official trips or special meetings;
• d) Assist in the preparation of technical presentations, technical reports and articles by reviewing, correcting and/or rewriting texts to
• improve clarity, conciseness and coherence; prepare and verify the content of tables, graphs, and charts; follow up on the submission
• of reports and correspondence in order to meet established deadlines.

Key Behavioral 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 / Deal effectively with conflicts: Works collaboratively with team members and counterparts to achieve results; encourages cooperation and builds rapport; helps others when asked; accepts joint responsibility for the teams’ successes and shortcomings. Identifies conflicts in a timely manner and addresses them as necessary; understands issues from the perspective of others; does not interpret/ attribute conflicts to cultural, geographical or gender issues.

Respecting and promoting individual and cultural differences: Relate well with 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 / Share knowledge: Quality and quantity of communication targeted at audience. Listens attentively and does not interrupt other speakers. Adapts communication style and written content to ensure they are appropriately and accurately understood by the audience (e.g., power-point presentations, communication strategies, implementation plans). Shares information openly with colleagues and transfers knowledge, as needed.

Knowing and managing yourself: Remain productive /Manage stress / Continuously learn: Remains productive even in an environment where information or direction is not available, and when facing challenges; recovers quickly from setbacks, where necessary. Manages stress positively; remains positive and productive even under pressure; does not transfer stress to others. Seeks informal and/or formal learning opportunities for personal and professional development; systematically learns new competencies and skills useful for job; takes advantage of learning opportunities to fill competencies and skill gaps.

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.

Technical Expertise

• Proficiency in the use of computer software in accordance with assigned responsibilities.
• Ability to write/originate routine and non-routine correspondence and reports in English and Spanish.
• Ability to prepare working translations.
• Ability to plan, organize, coordinate, and carry out administrative processes such as: meetings, recruitment of staff, personnel matters, preparation of formal publications, budget and expenditures records, acquisition of supplies. – Ability to research, analyze and organize information in order to prepare charts, graphics, reports, etc.
• Ability to coordinate, monitor and control administrative services affecting several projects and involving the allocation of work, developing/adjusting operational procedures, evaluating priorities, coordinating and supporting internal day-to-day activities, etc.
• Ability to work independently and under pressure.

Education (Qualifications)

Certificate of completion of high school.

Experience

Essential: Thirteen years of progressively increased responsibilities of national and international work experience in management, as well as work experience in the design, planning, execution, and evaluation of technical cooperation related to public and animal health. Experience should include contributions to international technical cooperation programs and activities in veterinary public health and One Health, the standardization of procedures, harmonization of norms, organization of cooperative FMD, food safety, or zoonoses programs, epidemiological surveillance of FMD, FBD or Zoonoses, and/or related veterinary public health programs at the international level.

Languages

Very good knowledge of English and Spanish with a working knowledge of the other language. Knowledge of Portuguese and/or French would be an asset.

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.

This is an initial contract through 31 December 2025 with the possibility of extensions, subject to satisfactory performance and funding availability.

Disclaimer

• This vacancy notice may be used to fill other similar positions at the same grade and level. 
• All applicants are required to complete an on-line profile to be considered for this post. 
• Candidates will be contacted only if they are under serious consideration. 
• In the event that your candidature is retained for an interview, you will be required to provide, in advance, a scanned copy of the official degree(s)/diploma(s)/certificate(s) required for this position. PAHO, considers official higher educational qualifications obtained from an institution accredited/recognized in one of the following databases: 
•                 - World Higher Education Database (WHED), list updated by the International Association of Universities
•                    (IAU)/United Nations Educational, Scientific and Cultural Organization (UNESCO).
•                    The list can be assessed through the link: http://whed.net/

                - Council for Higher Education Accreditation chea.org

                 - College Navigator, found on the website of the National Centre for Educational Statistics,

                  nces.gov to support the validation process. 

• Any appointment/extension of appointment is subject to PAHO Staff Regulations, Staff Rules and e-Manual. 

Paho/Who Is Committed To:

• PAHO supports an environment of mutual respect and dignity for all applicants. All interested individuals who meet the requirements of this position are encouraged to apply.
• Persons with disabilities can request reasonable accommodations to enable participation in the recruitment process. To do so, email us at: pahorecruitment@paho.org
• Maintaining high standards of integrity and accountability. People joining PAHO are required to maintain these standards both in their professional work and personal activities.
• Promoting a work environment that is free from harassment, sexual harassment, discrimination, and other types of abusive behavior. PAHO conducts background checks and will not hire anyone who has a substantiated history of misconduct.  
• Providing a smoke-free environment. 
• Protecting the people in the communities we serve.  Therefore, we have zero tolerance for sexual exploitation and abuse. People who commit serious wrongdoing will be terminated and may also face criminal prosecution.