DUTIES AND RESPONSIBILITIES:
Identify and resolve diverse administrative issues and problem as they arise, and determine appropriate actions.
Establish and maintain a document/work assignment tracking system to include: receiving, screening, logging, routing, retrieval, scanning, and follow-up of documents and assignments.
Budget and Finance Responsibilities:
Have first-line responsibility for the efficient organization and functioning of budgetary and financial activities for the area of work, including for the implementation of the GS/OAS administrative, budgetary and financial rules and regulations, established procedures and practices.
Monitor, follow-up on and analyze budgetary and financial and administrative actions using Oracle, including, but not limited to, obligating funds, ascertaining and certifying the availability of funds for projects, effecting accounting entries to record expenditures and advances, and remitting payment instructions; ensuring the ongoing maintenance of budgetary and financial records regarding donors contributions, grants and projects agreements; developing and implementing mechanisms to monitor the execution of funds, drafting reports in compliance with donor requirements, researching and identifying sources of funds for new projects from external fund budget.
Provide the information on budgetary and financial issues, monitoring funds availability and implementation of activities in various projects; and developing cost proposals, researching and summarizing information.
Coordinate, prepare and review financial request against regular and external funds, ensuring that request are within budget, obtain clearance and approval, and following-up with other GS/OAS entities as appropriate, as well as originating and reviewing all correspondence involving budgetary and financial matters.
Advice staff at all levels in the area of work on administrative, budgetary, and financial matters, and the execution job budgets, providing briefing on “best practices” for the preparation of budgetary and financial request, identifying and meeting projects needs within the established procedures and practices and using the oracle financial system.
As assigned and within the delegated authority, review and adapt the budgetary, financial and administrative guidelines and procedures to the specific needs of the area of work, guiding and advising staff at all levels on all aspects of such.
Establish and maintain efficient relationships with a broad range of staff at all levels, obtaining background information and documents on Hr. budgetary and financial matters and highlighting.
Perform other related duties as assigned, including replacing and backstopping for others.
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. Word, Excel, PowerPoint, Outlook, and other applications such as oracle, Visio, Access, Share point), and software applicable to the area of work.
Essential – Proficient in English and Spanish (read, write and communicate). Language proficiency examination will be required.
Desirable – Working knowledge of French and/or Portuguese.
PERSONAL COMPETENCIES: Client Orientation, Knowledge Sharing, Teamwork, Interpersonal Skills. Ability to clearly communicate in the languages required for the post.
The OAS is committed to achieving a diverse staff and therefore 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