Specialist, Information Management

Specialist, Information Management – (2501797)

Grade: P2

Contractual Arrangement: Temporary appointment under Staff Rule 420.4

Contract Duration (Years, Months, Days): 3 Months

Job Posting

: May 6, 2025, 1:41:19 PM

Closing Date

: May 13, 2025, 9:59:00 PM

Primary Location

: United States-Washington, D.C.

Organization

: Emergency Operations

Schedule

: Full-time

IMPORTANT NOTICE: Please note that the deadline for receipt of applications indicated above reflects your personal device’s system settings.

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OBJECTIVE OF THE OFFICE/DEPARTMENT

This requisition is for employment at the Pan American Health Organization (PAHO)/Regional Office of the World Health Organization (WHO)

The objective of the Health Emergencies Department (PHE) of the Pan American Health Organization (PAHO/WHO) is to increase health sector resilience to emergencies and disasters. PHE assists Member States to strengthen the health sector’s capacities in prevention, risk reduction, preparedness, surveillance, response, and early recovery for emergencies and disasters related to any hazards (natural, man-made, biological, chemical, radiological and others) and, when national capacities are overwhelmed, to lead and coordinate the international health response to contain disasters, including outbreaks, and to provide effective relief and recovery to affected populations. PHE is responsible for ensuring the implementation and updating of the PAHO/WHO Institutional Emergency and Disaster Response policy.

The incumbent is a member of the Emergency Operations (PHE/EMO) Unit. He/she will provide support for the design, development, and implementation of standardized information products and materials for emergencies. As part of the PHE/EMO Unit, the incumbent will work with the Emergency Operations Center (EOC) Team to assist in the process of gathering operational and technical information to facilitate coordination, readiness, and health crisis management. Work requires interacting with the Focal Points of national and other technical areas and PAHO/WHO Country Offices, to gather information required for adequate readiness and response. The incumbent is expected to exercise tact, discretion, and take initiative in procuring and preparing information kits for decision-making processes within the Organization.

DESCRIPTION OF DUTIES

Under the direct supervision of the Unit Chief, Emergency Operations (PHE/EMO) the incumbent is responsible for, but not necessarily limited to, the following assigned duties:

1) Identify, collect, compile, and maintain updated strategic data and information relevant to potential, acute, and protracted emergencies and disasters, liaising with stakeholders from within the Organization, UN agencies, and partners; propose and maintain systems and processes to facilitate information management during health emergencies;

2) Develop and maintain situation reports, progress reports and ad-hoc briefings on health emergencies, initiatives and response efforts for internal and external stakeholders. Compile and analyze information from diverse sources to produce timely written outputs, supporting humanitarian coordination, resource mobilization and other needs;

3) Collaborate in the development and periodic updating of Standard Operating Procedures (SOPs) for health emergencies, with a focus on information management;

4) Collaborate in the development and implementation of methodologies for updating guidelines, technical documents, and preparation materials for emergencies and disasters and training;

5) Support collaboration and efficiency among different PAHO units, departments, agencies, and other entities or NGOs through the development, implementation and training of information sharing processes;

6) Support the development and dissemination of methodologies and tools aimed at improving coordination and information management in health and emergency operations;

7) Support the periodic review, monitoring, and updating of relevant policies, procedures, and processes for emergency coordination and information management contained in key frameworks, such as the Institutional Response to Emergencies and Disasters (IRED), the WHO Emergency Response Framework (ERF), and the WHO Health Emergency Program;

8) Collaborate in the development and updating of training materials, technical documents, and methodologies regarding coordination mechanisms and decision-making during emergencies and disasters, adapting them to relevant internal and external audiences;

9) Maintain and update databases and repositories related to emergencies and disasters using different information platforms as required, liaising with stakeholders within the Organization, other UN agencies, and partners as relevant;

10) Support the development of methodologies for meetings oriented to reinforce the response mechanisms and capacities at the country level and with the different humanitarian partner agencies;

11) Support emergency operations, with a focus on communications, information management and develop information products, lessons learned, and proposal documents for emergency projects;

12) Provide technical and coordination support for the implementation of activities included in the entity’s program of work and for the technical and operational information;

13) Support the Organization’s emergency and disaster response operations and serve as a member of the Regional Disaster Response Team;

14) Perform other related duties, as assigned, including replacing and backstopping for others as required.

REQUIRED QUALIFICATIONS

Education:

Essential: A bachelor’s degree in information management, business administration, public administration, social science or field related to the functions of the post from a recognized university.

In the event that your candidature is retained for an interview, you will be required to provide, in advance, a scanned copy of the degree(s)/diploma(s)/certificate(s) required for this position. PAHO, considers higher educational qualifications obtained from an institution accredited/recognized in one of the following databases:

World Higher Education Database (WHED), list updated by the International Association of Universities (IAU) / United Nations Educational, Scientific and Cultural Organization (UNESCO). The list can be accessed through the link: http://www.whed.net/

Council for Higher Education Accreditation http://www.chea.org/search/default.asp

College Navigator, found on the website of the National Centre for Educational Statistics, https://nces.ed.gov/ college navigator to support the validation process.

Any appointment/extension of appointment is subject to PAHO Staff Regulations, Staff Rules and e-Manual.

For information on PAHO please visit: http://www.paho.org

Experience:

Essential: Five years of combined national and international experience working in information management, project management, business administration, or related field. Demonstrated experience in the health sector for private and/or non-profit organizations. Experience in research, analysis, and synthesis of quantitative and qualitative information, and providing support creating, updating, and reviewing reports and technical documents for training or meetings.

Desirable: Experience working with international organizations would be an asset.

SKILLS:

PAHO Competencies:

• Overall attitude at work: Maintains integrity and takes a clear ethical approach and stance; demonstrates commitment to the Organization’s mandate and promotes the values of the Organization in daily work and behavior; is accountable for work carried out in line with own role and responsibilities; is respectful towards, and trusted by, colleagues and counterparts.
• Teamwork: Collaborate and cooperate with others. – Works collaboratively with team members and counterparts to achieve results; encourages cooperation and builds rapport; helps others when asked; accepts joint responsibility for the team’s successes and shortcomings. Identifies conflicts in a timely manner and addresses them as necessary; understands issues from the perspective of others; does not interpret/ attribute conflicts to cultural, geographical or gender issues.
• Respecting and valuing individual differences: Treats everyone with dignity and respect, fostering positive relationships with everyone. Reflects on personal behavior to avoid stereotypes and considers situations from the perspective of others.
• Communication: Express oneself clearly when speaking/Write effectively/Listen/Shares knowledge – Quality and quantity of communication targeted at audience. Listens attentively and does not interrupt other speakers. Adapts communication style and written content to ensure they are appropriately and accurately understood by the audience (e.g., power-point presentations, communication strategies, implementation plans). Shares information openly with colleagues and transfers knowledge, as needed.
• Knowing and managing yourself: Manages stress/Invite feedback/Continuously learn – Remains productive even in an environment where information or direction is not available, and when facing challenges; recovers quickly from setbacks, where necessary. Manages stress positively; remains positive and productive even under pressure; does not transfer stress to others. Seeks feedback to improve knowledge and performance; shows self- awareness when seeking and receiving feedback; uses feedback to improve own performance. Seeks informal and/or formal learning opportunities for personal and professional development; systematically learns new competencies and skills useful for job; takes advantage of learning opportunities to fill competencies and skill gaps.
• Producing Results: Deliver quality results/Take responsibility – Produces high-quality results and workable solutions that meet clients’ needs. Works independently to produce new results and sets own timelines effectively and efficiently. Shows awareness of own role and clarifies roles of team members in relation to project’s expected results. Make proposals for improving processes as required and take responsibility for own work and/or actions, as necessary. Demonstrates positive attitude in working on new projects and initiatives. Demonstrates accountability for own success, as well as for errors; learns from experience.
• Moving forward in a changing environment: Propose change/Adapt to change – Suggests and articulate effective and efficient proposals for change as needed when new circumstances arise. Quickly and effectively adapts own work approach in response to new demands and changing priorities. Is open to new ideas, approaches and working methods; adjusts own approach to embrace change initiatives.

Technical Expertise:

• Knowledge and skills in research, report writing, and managing technical information in support of preparations for readiness and response.
• Excellent skills in all aspects of the development and operation of information systems complemented by the ability to design, analyze and produce information system applications and tool management.
• Ability to exercise tact, discretion, and judgment; independently take initiative in procuring intelligence, and the ability to produce results under crisis situations.
• Excellent organizational and analytical skills combined with ability to multi-task and produce accurate results under pressure.
• Ability to integrate managerial and administrative inputs into recommendations for decision-making.
• Strong professional oral and writing skills including the development of reports, oral presentations, and technical/persuasive documents for consideration at the highest levels of the Organization.

Languages:

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

IT Skills:

Demonstrated ability to effectively use current technology and software, spreadsheets and presentations, as well as Enterprise Resource Planning (ERP) and management information systems. Other IT skills and knowledge of software programs such as Microsoft Excel, Outlook, OneDrive, PowerPoint, Teams, SharePoint, and Word are considered essential.

REMUNERATION

Monthly Salary: (Net of taxes)

$4,596.92(Salary is non-negotiable)

Post Adjustment:

$2,565.08 This amount is to be considered as indicative since variations may occur each month either upwards or downwards due to currency exchange rate fluctuations or inflation.

ADDITIONAL INFORMATION

• This vacancy notice may be used to identify candidates to fill other similar short-term positions at the same grade level.
• PAHO/WHO offers an attractive compensation package including a monthly net salary and post adjustment, which reflects the cost of living in a particular duty station and exchange rates (subject to mandatory deductions for pension contributions and health insurance). Other benefits may include: 2.5 days annual leave per month, generous telework policy, parental leave, sick leave, pension plan, and health insurance scheme. Other benefits for internationally recruited staff may include travel and removal expenses on appointment and separation, settling-in grant and rental subsidy.
• Applicants will be contacted only if they are under serious consideration. A written test and/or interview will be held for this position as a form of screening.
• The post description is the official documentation for organization purposes.
• Any appointment/extension of appointment is subject to PAHO Staff Regulations, Staff Rules and e-Manual.
• For information on PAHO please visit: http://www.paho.org
• PAHO/WHO is committed to workforce individual differences.
• PAHO/WHO is an ethical organization that maintains high standards of integrity and accountability. People joining PAHO are required to maintain these standards both in their professional work and personal activities.
• PAHO/WHO also promotes a work environment that is free from harassment, sexual harassment, discrimination, and other types of abusive behavior. PAHO conducts background checks and will not hire anyone who has a substantiated history of misconduct.
• PAHO/WHO personnel interact frequently with people in the communities we serve. To protect these people, PAHO has zero tolerance for sexual exploitation and abuse. People who commit serious wrongdoing will be terminated and may also face criminal prosecution.
• PAHO/WHO is a smoke-free environment.
• Applications from women and from nationals of non and underrepresented Member States are encouraged.
• All applicants are required to complete an on-line profile to be considered for this position.

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