Assistant to the Executive Secretary – G06

The salary for this position corresponds to Grade G06, Step 1, in accordance with Staff Rule 103.3 Initial Salary: (a) A staff member on initial appointment shall be placed in the first step of the grade of post, without exemption. (b) This rule does not apply to a staff member who is already employed by the General Secretariat and is selected, promoted, demoted, reassigned, or otherwise transferred to a different post. In such cases, salary shall be determined in accordance with the applicable provisions of these Staff Rules. DUTIES AND RESPONSIBILITIES: This is a highly skilled, semi-professional work in administrative, technical and program functions. Take full responsibility for the efficient organization and functioning of the office of the CICAD Executive Secretary, 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 Executive Secretary and Assistant Executive Secretary’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 CICAD Executive Secretary/Assistant Executive Secretary 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 Executive Secretary and Assistant Executive Secretary.
• 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.
• Maintaining records and follow up on deadlines; collecting information from teams, other secretariats, departments and offices; checking for completeness and editing documents as necessary (in Spanish and English); timely submission to the supervisor’s clearance/signature.
• 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 Executive Secretary and Assistant Executive Secretary, 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.
• Develop and maintain a series of lists, namely absences (missions and leave), focal points on specific issues within and outside the Executive Secretariat, and those meetings, events, etc. of interest to the area of work.
• Actively engage the Performance Evaluation System: Establishing work expectations with the direct supervisor by defining individual annual objectives, participating in ongoing performance conversations, and making sure to have a formal performance evaluation meeting.
• Perform other related duties as assigned, including replacing and backstopping for others. QUALIFICATIONS: EDUCATION & EXPERIENCE: Essential: High school or technical/commercial training in the administrative field and seven years of relevant experience OR advanced training and five years of relevant experience. Desirable: Experience or knowledge of the OAS mandate and priorities as related to the area of work and/or the dynamics of the Inter-American agenda and system. COMPUTER SKILLS: Ability to effectively work using Microsoft Office (e.g. Word, Excel, PowerPoint, Outlook, and other applications such as Oracle, Visio, Access, Share Point) 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). The lack of proficiency in a second language should not be grounds for elimination during the recruitment and selection process. Desirable – Working knowledge of other two OAS official 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. Accordingly, in accordance with its rules and regulations, the GS/OAS is committed to providing equal employment opportunities and achieving a diverse staff. In selecting candidates, it will take into account equitable geographic representation, as well as gender equity and equality. 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%.