Administrative Assistant II

Administrative Assistant II

Join us and play a key role in supporting PAHO’s technical cooperation in health systems and services.

The Pan American Health Organization (PAHO), Regional Office for the Americas of the World Health Organization (WHO), is seeking a detail-oriented, proactive, and service‑oriented Administrative Assistant II to provide comprehensive administrative and operational support to the Health Systems and Services / Virtual Campus (HSS/VC) Special Program.

The Department of Health Systems and Services (HSS) leads PAHO’s technical cooperation to strengthen health systems and services based on the Primary Health Care approach, supporting countries in advancing Universal Access to Health and Universal Health Coverage. Within this context, the Virtual Campus for Public Health (VCPH) promotes the development of competencies of the health workforce through innovative educational strategies and digital learning.

Under the general supervision of the Director, Health Systems and Services (HSS), and the direct supervision of the Chief, Special Program PAHO Virtual Campus for Public Health (VCPH), the selected candidate will:

• Provide administrative support to the Chief of the Special Program and Advisors, including agenda coordination, calendar management, and monitoring of deadlines.
• Prepare and draft routine correspondence, reports, technical documents, and meeting materials in English and Spanish, ensuring accuracy and compliance with PAHO standards.
• Review incoming and outgoing correspondence, identify priority actions, follow up with staff, and ensure timely responses.
• Support the organization of regional meetings, courses, seminars, and virtual meetings, including logistical coordination and budget preparation.
• Maintain electronic files and reference materials and compile background documentation and summaries as required.
• Support administrative and financial processes in PMIS, including purchase requests, travel arrangements, and expense reports.
• Brief and support new personnel on administrative procedures and provide backstopping support to team members as needed.

For a complete list of functions, please see the post description.

What is required for this position?

Education

Essential: Certificate of completion of high school.
Desirable: Studies or any other certifications in business studies, health, biological or social science, project management or any other field related to the functions.

Experience

Essential: Five years of administrative work.
Desirable: Three years of experience in an international organization would be an asset.

Languages

Fluency in Spanish and English, with a basic knowledge of Portuguese and/or French would be an asset.

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.

Competencies and Skills

For a complete list of competencies and skills, please refer to the post description.

The skills required are:

• Ability to prepare, review, and edit documents in accordance with established standards.
• Strong proficiency in the use of computer applications and office productivity tools.
• Ability to draft routine and non‑routine correspondence and reports in English and Spanish.
• Ability to plan, organize, and coordinate administrative and logistical processes.
• Strong analytical skills with high attention to detail.
• Ability to manage multiple tasks, set priorities, and work effectively under pressure in a team‑oriented environment.
• Strong organizational and interpersonal skills with a proactive approach to work.

Duration of Contract

This is an initial 11-month assignment, with the possibility of extensions, subject to satisfactory performance and funding availability.