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					Director of Administration

    POSITION GUIDE




       December 2009


        Prepared by
PAN AMERICAN HEALTH ORGANIZATION                                        DIRECTOR OF ADMINISTRATION


THE ORGANIZATION

The Pan American Health Organization (PAHO) was founded in 1902 and is the world’s oldest
international public health agency working to improve the health and well-being of people in the
Americas. The organization is committed to providing the highest level of technical support and
leadership to PAHO Member States as they pursue their goal of Health for All. It enjoys
international recognition as part of the United Nations system, serving as the Regional Office for
the Americas of the World Health Organization.

PAHO is based in Washington, DC and has scientific and technical experts at that office and in
its country offices and scientific centers, all working with the countries of Latin America and the
Caribbean in dealing with priority health issues. The health authorities of PAHO’s Member
States set PAHO’s technical and administrative policies through its Governing Bodies.

The Organization’s essential mission is to strengthen national and local health systems and
improve the health of the peoples of the Americas, in collaboration with Ministries of Health,
other government and international agencies, non-governmental organizations, universities,
social security agencies, community groups, and many others.

PAHO promotes primary healthcare strategies, which reach people in their communities, to
extend health services to all and to increase efficiency in the use of scarce resources. It assists
countries in fighting old diseases that have re-emerged, such as cholera, dengue and
tuberculosis, and new diseases such as the spreading AIDS epidemic, providing technical
cooperation including education and social communications support, promoting work with non-
governmental organizations, and support for programs to prevent transmission of communicable
diseases. The Organization is also involved in the prevention of chronic diseases such as
diabetes and cancer, which are increasingly affecting the populations of developing countries in
the Americas.

In its efforts to improve health, PAHO targets the most vulnerable groups including mothers and
children, workers, the poor, the elderly, and refugees and displaced persons. It focuses on
issues related to equity for those who lack access to healthcare and on a Pan-American
approach encouraging countries to work together on common issues.

Values, Vision and Mission of the Pan American Sanitary Bureau
The Pan American Sanitary Bureau (PASB), the oldest international health agency in the world, is
the Secretariat of the Pan American Health Organization. The Bureau is committed to providing
technical support and leadership to PAHO Member States as they pursue their goal of Health for
All and the values therein. Toward that end, the following values, vision, and mission guide the
Bureau’s work:


VALUES

Equity

Striving for fairness and justice by eliminating differences that are unnecessary and avoidable.
Excellence

Achieving the highest quality in what we do.




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PAN AMERICAN HEALTH ORGANIZATION                                       DIRECTOR OF ADMINISTRATION


Solidarity

Promoting shared interests and responsibilities and enabling collective efforts to achieve
common goals.

Respect

Embracing the dignity and diversity of individuals, groups and countries.

Integrity

Assuring transparent, ethical, and accountable performance.



VISION

The Pan American Sanitary Bureau will be the major catalyst for ensuring that all the peoples of
the Americas enjoy optimal health and contribute to the well being of their families and
communities.


MISSION

To lead strategic collaborative efforts among Member States and other partners to promote
equity in health, to combat disease, and to improve the quality of, and lengthen, the lives of the
peoples of the Americas.

From the Director’s 2009 Report: “The Region of the Americas has made impressive health
gains over the past quarter-century, as measured by nearly every key indicator. Since the early
1980’s, infant mortality has declined by more than one-half, deaths from communicable
diseases are down nearly as much, and average life expectancy has gained six years.

Unfortunately, these gains reflect only averages and mask continuing, often gaping, inequities in
health across and within countries of the Region. Life expectancy is 20 years longer for people
from the richest countries in the Americas than for people from the poorest countries. Within
some countries, the wealthiest individuals live 30 years longer than the poorest. Sixty percent of
all maternal deaths in the Region occur in just the poorest one-third of countries. The current
global economic downturn and newly emerging health threats – especially the rapid rise of
chronic noncommunicable diseases – threaten countries’ overall health gains while exacerbating
inequities, as they impact disproportionately on the poor and the vulnerable.

To address these challenges, the Pan American Health Organization’s (PAHO) Member States,
with support from PAHO’s Secretariat, have undertaken major efforts to reform and restructure
their health systems with the aim of making them more efficient, more effective, more
accessible, and more inclusive. The best of these efforts are being guided by the principles and
strategic orientations of a new vision of primary health care, which PAHO and the World Health
Organization (WHO) have indentified as the most effective approach for promoting equitable and
sustainable improvements in health.”

More information can be found by visiting www.paho.org.




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PAN AMERICAN HEALTH ORGANIZATION                                         DIRECTOR OF ADMINISTRATION


THE POSITION

Within the PAHO/WHO, UN and OAS policy framework, the Director of Administration is the
chief administrative officer of the Organization and is responsible for providing advice to the
Director and senior management on financial and administrative management rules and
practices and for establishing and implementing policies, systems, and procedures in order to
improve organizational efficiency. The Director of Administration is a member of the Executive
Management (EXM) team and participates in the top level strategic planning of organizational
activities, in the formulation of organizational policies, objectives and plans, in the allocation and
revision of program priorities, and in the determination of the financial and administrative
management practices to all managers and their staff, and serves as the senior representative of
the Director on all high level administrative management meetings and discussions.

Under the direction of the Director, the Director of Administration (AM) supervises the following
administrative Areas: Information Technology Services (ITS), including the Information Security
function, Financial Resources Management (FRM), Human Resources Management (HRM),
General Services Operations (GSO), and Procurement and Supply Management (PRO). The
position is based in Washington, DC.



RESPONSIBILITIES

The Director of Administration is responsible and held accountable for, but not necessarily
limited to, the following duties:

    •   Serve as the principal advisor to the Director on all administrative, financial, human
        resources, information technology, information security, procurement and logistic
        matters and as the senior representative of the organization for all key managerial,
        administrative and financial issues, including attendance at important meetings;

    •   Ensure that the Organization has the necessary managerial, logistical and administrative
        support, with the required financial, human and material resources, to implement its
        principal activities and programs of work and properly carry out its technical cooperation
        mandate at country level;

    •   Establish sound policies, procedures, practices, systems and standards that are
        consistent with best practice in order to ensure proper accounting, financial and human
        resources management and control; to promote the efficient and effective use of the
        Organization’s resources; and to provide adequate accountability and controls;
    •   As a member of Executive Management (EXM), participate with the Director in leading
        the Organization, including defining the Organization’s strategic direction and priorities,
        and ensuring the implementation of crosscutting initiatives in accordance with PAHO
        policies. With the EXM Team, establish and promote a solid and consistent managerial
        model that demonstrates integrity, credibility, prudent management of risk, trust and
        value to Member States, donors and other partners; keep other EXM members apprised
        of matters which require attention to maintain this model;

    •   Review and approve the strategy, objectives, plan and proposed budget of the AM
        Areas; ensure that each Area’s biennial work plan is aligned with the Organization’s




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PAN AMERICAN HEALTH ORGANIZATION                                       DIRECTOR OF ADMINISTRATION


       mission, vision, values, policies, strategies, business needs and priorities; determine the
       viability of and recommend projects, activities and program elements for each Area;
       approve strategy implementation, including suitable financing and executing
       arrangements; ensure that results are achieved or on-target; provide guidance on
       redefining objectives, strategies or activities, as needed. Oversee and monitor the
       administration and allocation of the human, financial and logistical resources of the
       Director of Administration office; prepare and justify the Office’s program and budget
       proposals;

   •   Advise managers on the fulfillment and proper exercise of their administrative
       responsibilities within the authorities delegated to them and provide managers and staff
       with timely and adequate information for decision-making purposes;

   •   Establish and maintain sound financial and management control mechanisms in order to
       safeguard the financial resources and assets of the Organization, ensuring that all
       assets, investments and transactions are adequately recorded, reported, and controlled;
   •   Coordinate all matters relating to the safety and security of staff and the protection of
       the property and assets of the Organization throughout the Region;

   •   Interact with senior authorities of United States Government agencies to inform them
       about PAHO and gain their support in addressing regional administrative issues; liaise
       with the national authorities with respect to important administrative, financial and
       logistical matters;

   •   Provide technical advice to country offices on all administrative matters, including
       financial, human resources, information technology, information security, procurement
       and logistics; provide guidance and second-level supervision to all administrators;

   •   Formulate or propose policies, objectives, strategies, methodologies and resource
       allocations which will implement the Governing Bodies mandates; review, approve or
       prepare reports and presentations to Governing Bodies on administrative, financial and
       logistical matters or progress reports for the work of the AM areas;

   •   Promote, establish, maintain and coordinate communication across PAHO, within WHO
       and with other United Nations Organizations, the Organization of America States (OAS)
       and with other partners, in order to maximize programmatic integration, efficiency and
       effectiveness;

   •   Promote teamwork across the Organization and establish an environment which
       encourages participation, stimulates each staff member’s creativity and interest and
       fosters a multi-disciplinary approach to the solution of specific problems;

   •   Provide leadership, guidance and monitoring of supervised staff by setting clear work
       objectives, ensuring timely and effective use of performance reviews and feedback
       mechanisms, engaging in regular communications, and solving interpersonal or
       technical conflicts; establish and support a learning environment, to include staff
       development in PAHO fundamentals, managerial competencies, and technical expertise;

   •   Supervise the establishment, development and implementation of administrative policies
       under the areas of responsibility;




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PAN AMERICAN HEALTH ORGANIZATION                                        DIRECTOR OF ADMINISTRATION


    •   Serve as communication link between the Director and areas under the Director of
        Administration’s authority on matters of policies, strategies and program implementation
        and evaluation;

    •   Chair a variety of PAHO-wide committees and working groups, as assigned by the
        Director;
    •   Perform other duties as assigned by the Director.



QUALIFICATIONS

The Director of Administration must adhere to the PAHO values of equity, excellence, solidarity,
respect and integrity.

Key Behavioral Competencies

    •   Intra-institutional Action: Displays, through leadership and decisions, understanding of
        the political systems and underlying drivers. Plans and evaluates both unit and
        individual results to achieve PAHO’s mission. Requires that projects be grounded in
        scientific evidence and that they be consistent with PAHO’s vision, mission and values,
        and appropriate for the setting in which they will be carried out. Demonstrates a full
        commitment to the mission and values of the Organization by aligning the area of work
        with the strategic direction of the Organization. Behaves consistently in accordance
        with the Code of Ethics of the Organization.

    •   Performance Management: Evaluates the performance of subordinates in terms of the
        organizational strategy, provides feedback offering measurable suggestions and
        promotes their professional development. Develops and implements realistic and
        achievable work plans—including tasks, priorities, resources and schedules. Adjusts
        goals and courses of action to meet changing needs. In a systematic way, develops
        people through demanding and challenging projects utilizing each employee’s
        competencies. Effectively uses the Organization’s official performance evaluation
        processes and systems. Uses a regular evaluation system. Provides constant and
        positive feedback to focus development efforts.

    •   Teamwork: Develops a high-performing team in one’s operational area and also
        encourages teamwork across the Organization. Establishes and models the standard
        for teams and teamwork. Provides significant contributions when participating in
        internal and external work teams. Initiates and leads mutually beneficial productive
        interpersonal relationships based on trust, both inside and outside the Organization.

    •   Accountability: Develops a culture that utilizes accountability strategies at all levels and
        activities, processes, and functions in one’s area. Oversees the development and
        required dissemination of appropriate reports on the monitoring of the interventions in
        terms of partial and final results, as well as all the activities of one’s area.

    •   Devising the budget for interventions and cost optimization: Achieves valuable results
        from the organizational strategies. Makes optimal use of the available resources.
        Advocates ethical behavior and follows organization guidelines when managing
        resources, helping to prevent and eventually resolving conflicts of interest.




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PAN AMERICAN HEALTH ORGANIZATION                                       DIRECTOR OF ADMINISTRATION


   •   Thinking, planning and the strategic management of technical cooperation interventions:
       Evaluates the ideas for interventions in terms of their potential for change and
       transformation before deciding to execute them. Follows the Organization’s strategy in
       executing technical cooperation interventions in order to generate expected results.

   •   Resource Mobilization: Establishment of an internal culture that supports the
       Organization’s strategic direction program of work and the organizational results to
       enable effective resource mobilization. Supports and makes all efforts to increase the
       level of resources that are considered necessary for operations. Is capable of
       negotiating with different types of organizations. Uses the financial and non-financial
       resources with objectivity. Is able to achieve the goals and results with the resources
       they have.



Technical Expertise

   •   Must have expert knowledge in public administration and sound familiarity with other
       fields relevant to the Director of Administration’s responsibilities.

   •   Must possess proven executive level management and administrative skills.

   •   Must have substantial knowledge of international organizations and of the Region.
   •   Must possess a recognized capacity to lead and supervise by negotiation, persuasion
       and through consensus-building.

   •   Experience with creation and integration of administrative processes for the delivery of
       the highest quality results for the Office of Administration.

   •   Courtesy, tact, sensitivity to manage confidential information, and ability to establish and
       maintain effective working relations with people of different professional levels,
       nationalities, and cultural, social, political and economic diversity within and among
       countries of the Region;

   •   Willingness and ability to travel internationally, up to 25% of time.



Education

A bachelor’s and a master’s degree in business or public administration, human resources
management, finance or a related field is essential.



Experience
   •   Extensive national and international experience in progressively responsible senior
       administrative positions with extensive knowledge of finance, human resources
       management, procurement, informatics and logistics.
Languages

   •   Very good knowledge of English or Spanish with a working knowledge of the other
       language. Knowledge of French and/or Portuguese would be an asset.




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PAN AMERICAN HEALTH ORGANIZATION                                          DIRECTOR OF ADMINISTRATION


IT Skills

    •       Demonstrated ability to effectively use a computer and utilize software programs such
            as Microsoft Office Word, Excel, PowerPoint, SharePoint and Outlook. Other IT skills
            and knowledge of other software programs such as Visio and Project would be an asset.



EMPLOYMENT CONDITIONS

A career with PAHO promises the staff member a competitive pay and benefits package.
Conditions of employment in the Organization conform to those established by the International
Civil Service Commission for employment in the United Nations and its specialized agencies.
Benefits include 30 working days paid annual leave, comprehensive health insurance coverage
and participation in the United Nations Pension Fund. The conditions of employment, while not
governed by national laws, promote gender equality and a supportive work environment.

PAHO has a smoke-free environment.



COMPENSATION

This position is graded at D2 level. Compensation includes salary plus post adjustment.


APPLICATION

Inquiries, applications and nominations should be directed to the search consultants for this
effort:
                                           Lynda M. McKay
                                     Director, Talent Management
                                    PAHO@campbellcompany.com
                               (P) 312-896-8914        (F) 312-896-8915


                                                 Or

                                            Mario Avila
                              Associate Consultant, Talent Management
                                    PAHO@campbellcompany.com
                               (P) 312-447-3920      (F) 312-447-3921




                                       One East Wacker Drive
                                            Suite 3350
                                         Chicago, IL 60601




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