Reprographics Technician Jobs (NOW HIRING)

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OBJECTIVE OF THE OFFICE/DEPARTMENT

The Department of 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, reprographics, coordination of conference facilities and interpreters. GSO also serves as PAHO/WHO security focal point within the UN security system.

ORGANIZATIONAL CONTEXT

The incumbent is a member of the General Services Operations team and provides administrative support across BWP planning, budget, procurement, finance, and human resources functions. This role involves supporting activities across multiple administrative areas, requiring a solid understanding of policies and procedures. Responsibilities include contributing to the planning and scheduling of services to ensure timeliness, accuracy, and completeness of operations. The incumbent maintains frequent contact with internal staff and external counterparts to exchange information, ensure mutual understanding, and resolve operational issues. While guided by established procedures, the role requires interpretation and judgment to address complex or non-routine situations. Most duties are performed independently, and performance is evaluated based on efficiency, quality of service delivery, and adherence to organizational objectives.

SUMMARY OF RESPONSIBILITIES

Under the general supervision of the Director, General Services and Operations (GSO), and the direct supervision of the Contract Management Specialist (GSO), the incumbent is responsible for, but not limited to, the following assigned duties:

• Assist the Department Director and the Contract Management Specialist in the planning, compilation and preparation of the Biennial Work Plan (BWP), including monitoring allocation of funds by projects and expected results.

• Monitor the financial implementation of the annual program of work by keeping the computerized database up to date, with the constant upgrading of the system, matching and balancing data between the Organizations systems;

• Update budget and financial information in the PASB Management Information System (PMIS) system;

• Monitor the status of budgetary execution and the projects financial resources in PMIS and any other databases for reporting needs; provide feedback to enhance existing databases;

• Initiate budget and finance related actions in PMIS for staff and contingent workers; serve as Compensation Finance Partner Within Entity in PMIS;

• Verify the execution of funds in accordance with the approved budget allocations; monitor closely and update funds as received; review documentation and source of funds prior to the establishment and request of obligations; monitor the use of the obligations; analyze expenditures, initiate and prepare requests for reallocation of funds; determine availability of funds in each allotment; liquidate obligations to ensure availability of funds for future activities; establish, monitor and ensure availability of funds in blanket obligations; advise, when necessary, of funding and expenditure conditions that may affect the Projects' operations; observe the conditions of agreements with donors, oversee the establishment of grant details for all extra-budgetary funded projects from major donors and partners of the Organization;

• Coordinate with Program, Budget and Evaluation department (PBE/PB) regarding transfer of funds and initiate the required steps in PMIS to carry out this activity;

• Monitor the financial execution of the Program of Work; assist in the preparation of expenditure reports on the MCIF Funds; provide periodic updates on regulations and administrative procedures to facilitate the timely execution of all funds; assist in the review and verification of financial reports to be presented to member states;

• Assist in the review of administrative guidelines and procedures; implement and monitor the internal procedures for the efficient operation of activities such as recruitment of staff in HQ; duty travel arrangements; as well as procurement services. Inform the staff of new regulations and procedures and ensure compliance to facilitate administrative processes. Serve as a liaison between PBE, FRM, PRO, HRM, and LEG on administrative matters for the entity;

• Facilitate the mobilization of GSO staff to WHO activities and in the logistics of WHO meetings in the Region;

• Provide administrative support to the Department Director and Contract Management Specialist;

• Compose, draft and prepare correspondence in English and Spanish pertaining to assigned duties on own initiative or from verbal/written instructions for signature of the Department Director or Contract Management Specialist; prepare draft translations of correspondence and other materials from English into Spanish and vice versa;

• Maintain all administrative records related to staff and personnel, to include extension of contracts, performance evaluation reports, job description reviews, reassignments, recruitment of short-term staff under the different contract types of the Organization, as well as preparing the corresponding justifications for the contracts and authorization of payments for temporary staff. Brief new staff on office procedures and practices; facilitate the accommodation of new staff, temporary advisors, interns, etc.;

• Provide timely verification of the PAHO Corporate Credit Card assigned to this post; ensure accuracy of transaction; identify work tags; obtain approval signatures for the purchases; verify the transactions in PMIS and attach the corresponding invoices and receipts; maintain the security of the Purchasing Card;

• Perform other related duties, as assigned.

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 other/Deal effectively with conflict-Creates team spirit; promotes collaboration and open communication in the team; proactively supports others; welcomes team responsibilities and drives team results; promotes knowledge sharing in the team.Proactivelyidentifiesconflicts andfacilitatestheir resolution in a respectful manner; tactfully resolves conflicts between or with others andtakes action to reduceanypossible tension; effectively builds a rapport with individuals and teams,establishinggood personal and professional relationships, as well as minimizing risk of potential conflict.

Respecting and valuingindividual differences: -Treats everyone with dignity and respect, fostering positive relationships with everyone.Reflects onpersonal behavior to avoid stereotypes anddiscrimination,consideringsituations from the perspective of others.

Communication:Express oneself clearly when speaking/Listen/Write effectively/Share knowledge-Foresees communication needs of audience and targets message accordingly.Facilitates open communication; encourages others to share their views openly and takes time to understand and consider their views.Writes down ideas in a clear, structured,logicaland credible way; drafts and supports the development of guidelines,policiesand procedures.Shares relevant information openly and ensures that the shared information is understood; considers knowledge sharing as a constructive working method anddemonstratesawareness of the Organization.

Knowing and Managing Yourself:Remainproductive/Continuously learn-Remainsobjective and focused even in a "changing and moving" environment; continues to display positive behavior when facing some constraints; keeps challenges in perspective. Seeks all relevant information for decision making from a wide range of sources; quickly learns new competencies and skills that expand role capability; shows rapid understanding of new and/or complex information relevant to job.

Producing results: Workefficiently and independently/Deliver quality results/Takeresponsibility-Prioritizes work,monitorsown progress againstobjectivesand adapts plans asrequired; communicatesadjustmentsas necessary. Acts proactively and stimulates action as needed; handles problems effectively and constructively.Produces high-quality results and workable solutions that meet clients' needs. Works independently to produce new results and sets owntimelineseffectively and efficiently.Demonstratespositiveattitude in working on new projects and initiatives.Demonstratesaccountability for own success, as well as for errors;learnsfrom experience.

TECHNICAL EXPERTISE

• Strong planning, organizational, problem-solving, and decision-making skills in office management.

• Ability to research, analyze, and synthesize information to produce reports, charts, and other materials.

• Strong accounting and /or business administration skills.

• Strong ability to coordinate administrative processes, including expenditure tracking and preparation of periodic and statistical reports.

• Ability to plan and manage administrative activities such as meetings, recruitment of temporary staff, report preparation, publications, and secretarial support services.

• Proven ability to work independently, manage competing priorities, and perform effectively under pressure within a team environment.

• Excellent written and oral communication skills, including drafting reports and official documents.

EDUCATION

Essential: Certificate of completion of high school;

Desirable: Training in financial systems would be an asset.

EXPERIENCE

Essential: Six years of experience in administrative work related to project management activities, including experience in financial and budgetary operations.

Desirable: Experience with corporate information systems, including finance and human resources operations, would be an asset.

LANGUAGES

Fluency in 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.

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.