Assistant to the Executive Secretary - G06
|Type of Appointment:||Series A - Short Term|
|Duration of Contract:||12 months|
|Secretary/Department/Off.:||The Exec. Secretariat of the Inter-American Commission on Human Rights|
|Duty Station:||US - Washington D.C.|
|Job Family:||General Services|
|Job Category:||Professionals and Higher Categories|
|Employment Schedule:||Full time|
|# of Openings:||1|
Annual Basic Salary (net of taxes):
Annual Post Adjustment (net of taxes):
Duties and responsibilities:
§ Take full responsibility for the efficient organization and functioning of the office of the Secretary / Director, including, but not limited to, the implementation of the GS/OAS administrative rules and regulations, procedures and practices.
§ Provide information based on background material(s), instructions, policies, and precedents, researching and including background documentation in anticipation of the Secretary / Director’s questions and information needs, identifying and highlighting issues in documents requiring action by the supervisor and/or other staff in the area of work.
§ Advise the Secretary / Director on personnel-related problems and, within the delegated authority, propose solutions; and draft confidential correspondence relating to staff matters on own initiative or on the basis of information received.
§ Compile data and statistics to build comprehensive internal communication and information presentations, reports and fact sheets for the Secretary / Director.
§ Closely monitor the supervisor’s email, preparing responses and taking action where necessary on own initiative (within the delegated authority and in accordance with the guidelines from the supervisor), exercising discretion and maintaining confidentiality.
§ Process briefing requests, which includes, but is not limited to, maintaining records and following up on deadlines; collecting information from teams, other secretariats, departments and offices; checking for completeness and editing documents when as necessary; timely submission to the supervisor’s clearance/signature.
§ On own initiative, draft or prepare correspondence in final version on administrative issues, and check correspondence submitted for the supervisor's clearance/signature, checking such for consistency, accuracy and compliance with the GS/OAS rules and presentation standards, editing or returning such to originators, when necessary.
§ Coordinate the daily agenda of the supervisor, including, but not limited to, dealing with requests for appointments and meetings, making travel arrangements, and preparing or ensuring that briefing files are available and complete, including requesting missing information, as required.
§ In the absence of the supervisor, ensure the smooth running of the office by briefing the acting staff member in charge on ongoing issues and problems.
§ Convene and coordinate weekly staff meetings and ad hoc meetings, including the preparation and circulation of agenda with background information, drafting minutes, as appropriate, participate in projects and meetings.
§ D evelop and maintain a series of lists, namely absences (missions and leave), focal points on specific issues within and outside the Secretariat/Department, and those meetings, events, etc. of interest to the area of work.
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.
COMPUTER SKILLS: Ability to effectively work using Microsoft Office (e.g. Outlook, Word, and Excel) and software applicable to the area of work.
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.
Please note that the mandatory retirement age for staff members at the General Secretariat of the OAS is 65 .
Upon hiring, the GS/OAS expects all workforce members in Washington, DC to be up-to-date with their COVID-19 vaccines unless there is a medical reason not to do so. When you obtain a vaccination, you will greatly reduce the risk to yourself and those with whom you interact. Vaccines are highly effective and are widely available throughout the Washington, D.C., area
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.