Administrative Assistant G06

Administrative, Technical, and Program Functions

Duties and Responsibilities :

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 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.

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%.