Administrative Assistant – G06 Grade: G06 Type of Appointment: Series A - Short Term Duration of Contract: 12 months Secretary/Department/Off.: The Department of Information and Technology Services Announcement Number: EO/07/24 Duty Station: US - Washington D.C. Job Family: General Services Job Category: General Services Recruitment Type: External Employment Schedule: Full time Publication Date: 4/2/24 Closing Date: 4/23/24 # of Openings: 1

Annual Basic Salary (net of taxes): Basic Salary: US$57,889

Annual Post Adjustment (net of taxes): Post Adjustment: N/A

Description

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):

Financial and Administration 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.

- Monitor, follow-up on and analyze budgetary, financial, and administrative actions using Oracle, 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.

- 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.

- 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, as well as originating and reviewing all correspondence involving budgetary and financial matters.

- 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 of budgetary and financial requests, identifying and meeting projects’ needs within the established procedures and practices and using the Core financial system.

- As assigned and within the delegated authority, review and adapt the budgetary, financial, contractual, 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.

- Oversees the Common Costs system, ensuring internal areas are accurately billed for services rendered.

- Handles all aspects of contracts related to vendors, consultants, and contractors, encompassing the entire lifecycle from initiation to invoice processing and payment.

- Writes and edits reports, memos, emails, and other documents, following instructions or taking the initiative.

- Assists with various administrative tasks including generating Personnel Action Requests (PARs), managing workforce account access, maintaining an inventory of IT licenses and assets, and supporting activities related to the OASCORE ERP platform.

Other Responsibilities:

- Establish and maintain efficient relationships with a broad range of staff at all levels, obtaining background information and documents on Hr, budgetary and financial matters and highlighting relevant issues in order for the staff in the area of work to be fully informed.

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

Qualifications:

Education & Experience:

Essential: High school or technical/commercial training and 7 years of relevant experience in administrative operations and/or secretarial work OR advanced training and 5 years of relevant experience.

Desirable: Experience in budget and finance administration. ITIL v4 Foundations training/certification a plus.

Computer Skills: Ability to effectively work using Microsoft 365 applications (e.g. Word, Excel, PowerPoint, Outlook, Teams, OneDrive, Visio, SharePoint), Oracle ERP and software applicable to the area of work.

Languages:

Essential – Proficient in at least two of the following languages: English, French, Portuguese, and Spanish (read, write and communicate). Language proficiency examination will be required.

Desirable – Working knowledge of the other two languages.

Personal Competencies: Client Orientation, Knowledge Sharing, Teamwork, Interpersonal Skills. Ability to clearly communicate in the languages required for the post.

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 years.

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%.