Administrative Assistant I

Grade:

G-4

Salary - Monthly (non-negotiable):

4,474.75 USD

Contractual Agreement:

Staff - General Services Non-post

Job Posting:

July 29, 2026

Closing Date:

August 4, 2026, 11:59 PM Eastern Time

Primary Location:

Washington, D.C.

Organization:

CIM Comprehensive Immunizations

Schedule:

Full time

DESCRIPTION OF DUTIES:

OBJECTIVE OF THE OFFICE/DEPARTMENT

The Special Program on Comprehensive Immunizations (CIM) is responsible for the promotion and coordination of technical cooperation and alliances to support Member States in achieving a sustainable and equitable reduction of morbidity, mortality, and burden of disease from vaccine-preventable diseases (VPD) through prevention, control, and elimination strategies. CIM seeks to revitalize Member States’ immunization programs through the application of innovative approaches, strategies, and best practices.

ORGANIZATIONAL CONTEXT

The position provides routine administrative support to the Comprehensive Immunization Special Program (CIM). Assignments involve non-specialized and some specialized administrative tasks requiring the collection, verification, organization and assembly of information and data from established sources, in accordance with applicable PAHO/WHO rules, procedures and practices. The incumbent supports the planning and scheduling of routine services and administrative actions affecting timeliness, accuracy and completeness. The incumbent maintains frequent contact with staff members within the program, as well as external contacts, to provide or collect information, clarify routine operational arrangements and follow up on administrative matters. Established office procedures are applicable, and guidance is provided by the supervisor for unusual or more complex situations. Work is reviewed for accuracy, timeliness, completeness and compliance with established objectives. The supervisor defines the specific work objectives and provides guidance and supervision as needed.

SUMMARY OF RESPONSIBILITIES

Under the direct supervision of the CIM Deputy Manager, the incumbent provides administrative support and is responsible for, but not necessarily limited to, the following assigned duties:

Provide administrative support to the Comprehensive Immunization Special Program (CIM) in the preparation of regional meetings, courses and seminars, including compiling information for budget estimates related to personnel and participants’ travel, and following up on routine logistical and financial arrangements such as local conference expenses and other needs related to these activities, in accordance with established procedures;

Perform routine administrative support functions and provide direct administrative assistance to CIM team members, ensuring timely follow-up and accuracy of assigned tasks;

Assist with travel arrangements, including obtaining required clearances, airline tickets, hotel reservations, travel authorizations and visa-related information; prepare and assemble background materials required for duty travel;

Maintain an organized and updated electronic filing system for correspondence, documents, computer office files and reference materials;

Prepare routine correspondence and draft responses based on verbal or written instructions; prepare draft translations of correspondence and other documents; review and proofread documents to ensure accuracy, clarity and compliance with the Organization’s standards and procedures;

Provide basic guidance to staff on routine administrative procedures, guidelines and office practices; follow up on administrative and clerical processes within the office and with other offices of the Organization, as required;

Support the preparation and processing of documentation for contingent workers, including National PAHO Consultants (NPCs) and International PAHO Consultants (IPCs), in accordance with standard operating procedures, policies and guidelines; compile required information, prepare estimated costs and follow up on approvals;

Provide back-up administrative support to other team members, as required; 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 others - Demonstrates team spirit and actively participates in the work of the team; is supportive towards colleagues.

Respecting and valuing individual differences: - Treats everyone with dignity and respect, fostering positive relationships with everyone. Reflects on personal behavior to avoid stereotypes and considers situations from the perspective of others.

Communication: Express oneself clearly when speaking/Write effectively - Clarifies quality and quantity needed in achieving set objectives with supervisor and immediate colleagues. Listens attentively and does not interrupt other speakers. Produces simple and clear written messages with few, if any, grammatical and spelling errors (e.g., e-mails, memos, letters, correspondence.

Knowing and Managing Yourself: Remain productive/Manage stress / Continuously learn - Stays productive when given new directions and remains focused despite competing demands. Manages stress positively; remains positive and productive, even under pressure and/or in challenging circumstances. Identifies areas for acquiring new knowledge and learns new tasks relevant to job.

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. Use feedback and input from supervisor to achieve results. Produces quality results and has frequent discussions with supervisors 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. Shows commitment and engagement when completing tasks. Takes responsibility for errors and learns from experience, as appropriate

TECHNICAL EXPERTISE

Demonstrated proficiency in word processing and document preparation in accordance with established organizational standards, policies, and formatting requirements.

Proficiency in the use of standard office software and information systems to effectively perform assigned administrative responsibilities.

Ability to draft, edit, and finalize routine and non-routine correspondence, reports, and other administrative documents with accuracy and attention to detail.

Ability to coordinate and execute routine administrative processes, including meeting and event logistics, personnel-related documentation, preparation of formal publications, maintenance of budget and expenditure records, and procurement of office supplies, in accordance with established procedures.

Ability to research, verify, organize, and present information from established sources to produce tables, charts, reports, presentations, and other supporting materials.

Ability to provide administrative support for assigned activities by coordinating routine services, monitoring follow-up actions, organizing and prioritizing workload within established procedures, and identifying and escalating non-routine or complex issues to the appropriate supervisor.

EDUCATION

Essential: Certificate of completion of high school.

EXPERIENCE

Essential: Four years of experience in administrative support, meeting logistics, travel, records management or related support functions.

Desirable: Experience in an international organization or multicultural environment 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 Excel, PowerPoint, SharePoint, Visio and Project would be an asset.

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:

- 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:

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.