Administrative Technician I

Grade: G-6 Salary - Monthly (non-negotiable): 5,813.25 USD Contractual Agreement: Staff - General Services Non-post Job Posting: July 1, 2026 Closing Date: June 30, 2026, 11:59 PM Eastern Time Primary Location: Washington, D.C. Organization: HEO Health Emergencies Office Schedule: Full time DESCRIPTION OF DUTIES: OBJECTIVE OF THE OFFICE/DEPARTMENT The objective of the Health Emergencies Department (PHE) of the Pan American Health Organization (PAHO/WHO) is to increase health sector resilience to emergencies and disasters. PHE assists Member States to strengthen the health sector’s capacities in prevention, risk reduction, preparedness, surveillance, response, and early recovery for emergencies and disasters related to any hazards (natural, man-made, biological, chemical, radiological and others) and, when national capacities are overwhelmed, to lead and coordinate the international health response to contain disasters, including outbreaks, and to provide effective relief and recovery to affected populations. PHE is responsible for ensuring the implementation and updating of the PAHO/WHO Institutional Emergency and Disaster Response policy. ORGANIZATIONAL CONTEXT The incumbent is a member of the PHE management and coordination team (MGA), responsible for providing administrative support in all matters related to the implementation of resources managed within the PHE Department particularly for projects related to PAHO’s Outbreak and Crisis Response (OCR) functions, including special projects related to pandemic preparedness (such as those from the Organization’s Pandemic Fund portfolio), and other emergency projects, particularly in matters related to budget, procurement, finance, and human resources functions. Work involves supporting activities encompassing several administrative or technical subject areas requiring in-depth understanding of the administrative policies and procedures. Decisions and recommendations involve the planning and scheduling of services and operations affecting timeliness, accuracy, and completeness. Frequent contact is maintained with staff members throughout the office as well as extensive external contacts to provide or collect a variety of information, ensure common understanding, clarify and/or resolve operational arrangements on issues or services of importance to the Organization. Established office procedures are applicable but require interpretation in responding to unusual or more complex situations. Most functions are performed independently. Work is assessed on the efficiency of services and conformance with established objectives. SUMMARY OF RESPONSIBILITIES Under the general supervision of the Advisor, Program Management and Administration (PHE/MGA), and the direct supervision of the Program Management & Partnership Specialist (PHE/MGA), the incumbent is responsible for, but not necessarily limited to, the following assigned duties: Support the PHE team in the preparation of budgets, financial reports, and data for forecasting financial scenarios considering flexible and extra-budgetary funds available for Outbreak and Crisis Response (OCR), in addition to special projects related to pandemic preparedness and other emergency projects; Support in preparing annual and ad hoc resource plans for OCR needs for the Americas and specific emergencies, including for incorporation into emergency appeals such as the annual WHO Global Health Emergency Appeal; Monitor the execution of funds using the PAHO Management Information System (PMIS); analyze expenditures; when relevant, flag funding and expenditure conditions that may affect PAHO’s emergency operations and/or require action from PHE MGA team members; Prepare and update routine and ad hoc financial reports on the status of budget execution, emphasizing grant deadlines, to facilitate the execution of funds in accordance with corporate or donor requirements; assist in the preparation, review and verification of financial and narrative reports for donors; Observe the conditions of agreements; provide periodic updates to managers on the status of grant deadlines and financial status and assist in providing clarity on relevant regulations and administrative procedures to facilitate the execution of funds before the expiration date of agreements; Upon request, review documentation and funding source(s) prior to the establishment and request of financial commitments; Maintain and update financial databases on resource commitments and expenditures to facilitate periodic reviews and assessments of budgetary implementation, including for sharing regional budgetary and financial reports with WHO’s Health Emergencies Program (WHE); Support emergency preparedness and response activities which includes providing administrative support for translations, trainings, workshops, virtual conferences, and meetings and budget estimates for activities as required; facilitate the mobilization of PHE staff as requested; provide logistical and administrative support to WHO activities and in the logistics of WHO meetings in the Region; Support the preparation of presentations, graphics, charts, and tables to be used for updating key stakeholders within the Organizations and for external audiences pertaining to the situation regarding resources for PAHO’s emergency response operations, technical cooperation, and special projects for pandemic preparedness and other emergency areas as assigned; follow-up on the submission of reports and correspondence in order to meet established deadlines; Assist in coordination with Program Budget (PBE/PB) for the transfer of funds and initiate the required steps in PMIS to carry out this activity as requested; Compose, draft and prepare correspondence in English and Spanish pertaining to assigned duties on own initiative or from verbal/written instructions; prepare draft translations of correspondence and other materials from English into Spanish and vice versa; Create requisitions and purchase orders in the PMIS and process payments to suppliers; Perform other related duties, including backstopping for other PHE team members, 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/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 team’s 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 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 / 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 Skills in the use of automated budgetary/financial systems and specialized mainframe or minicomputer software associated with assigned responsibilities, particularly databases. Skills in planning, organizing, problem-solving, and decision-making of office management processes. Ability to research, analyze, and organize information to prepare charts, graphics, reports, etc. Ability to plan, organize, coordinate and carry out administrative processes such as maintenance of expenditures records, preparation of statistical or periodical reports, etc. Ability to plan, organize, coordinate, and carry out administrative processes such as meetings, recruitment of temporary staff, preparation of formal publications, preparation of reports, coordinating secretarial support services for meetings, etc. Ability to work with minimum supervision and under pressure, as a member of a team. EDUCATION Essential: Certificate of completion of high school EXPERIENCE Essential: Six years of experience in administrative work related to project management activities, including experience in financial and budgetary operations. LANGUAGES Fluency in English or Spanish with working knowledge of the other language. 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: - 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: View email address on click.appcast.io 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. The Pan American Health Organization (PAHO) is the specialized international health agency for the Americas. It works with countries throughout the region to improve and protect people's health. PAHO wears two institutional hats: it is the specialized health agency of the Inter-American System and also serves as Regional Office for the Americas of the World Health Organization (WHO), the specialized health agency of the United Nations. PAHO engages in technical cooperation with its member countries to fight communicable and noncommunicable diseases and their causes, to strengthen health systems, and to respond to emergencies and disasters. PAHO is committed to ensuring that all people have access to the health care they need, when they need it, with quality and without fear of falling into poverty. Through its work, PAHO promotes and supports the right of everyone to good health. To advance these goals, PAHO promotes technical cooperation between countries and works in partnership with ministries of health and other government agencies, civil society organizations, other international agencies, universities, social security agencies, community groups, and other partners. PAHO promotes the inclusion of health in all public policies and the engagement of all sectors in efforts to ensure that people live longer, healthier lives, with good health as their most valuable resource. Under the leadership of its 51 member countries and territories, PAHO sets regional health priorities and mobilizes action to address health problems that respect no borders and that, in many cases, jeopardize the sustainability of health systems. From its Washington, D.C., headquarters, 27 country offices and three specialized centers in the region, PAHO promotes evidence-based decision-making to improve and promote health as a driver of sustainable development.