Summary
Overview
Work History
Education
Skills
Languages
Timeline
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Maytee Baravran Andersen

Fairfax,United States

Summary

Highly motivated assistant with 21 years' experience in high-level executive and finance support roles. Fluent in Spanish and English with translation capabilities. Strong experience in office management, daily operational, and administrative functions in a confidential environment bringing a proactive, business-minded approach to the Organization. Dedicated and structured to work through multiple tasks simultaneously and follow through to ensure goals are achieved. Diligent with a strong attention to details and results. Team player who capably maintains open lines of communication between others and can prioritize deliverables. Proofreading, editing, and reviewing the text for accuracy, correct spelling, punctuation and syntax, neatness, and orderly presentation conformity with PAHO style.

Demonstrates strong analytical, communication, and teamwork skills, with proven ability to quickly adapt to new environments. Eager to contribute to team success and further develop professional skills. Brings positive attitude and commitment to continuous learning and growth.


Overview

21
21
years of professional experience

Work History

Financial Resources Management (FRM)

Pan American Health Organization/World Health Organization (PAHO/WHO)
01.2016 - Current
  • Review, audit, approve, and determine the correct process of Expense Reports for staff members, according to PAHO E-Manual Duty Travel Policy, for all staff members in Headquarters.
  • Review, audit and approve spend authorizations and travel itineraries to ensure the correct calculation of per diem according to PAHO E-Manual Duty Travel Policy, for all staff members in Headquarters.
  • Provide duty travel cash advances to staff members with the following categories, General Services, Short Term Professional, and Contingent Workers.
  • Follow up on outstanding cash advances in HQs and Country Offices. This objective requires to analyze Spend Authorizations and Expense Reports addressing any issues like outstanding cash advances remaining balances for the business purpose duty travel. I instruct staff members, cost centers, and administrators by email how to resolve, step by step, any outstanding issues. Once, the instructions are sent, I follow up on a weekly basis until the issue is solved.
  • Draft correspondence and respond queries from technical offices, assistants, staff members and administrators in HQs and Country Offices about the correct process of Spend Authorizations according to PAHO/WHO E-Manual Policy for duty travel, including per-diem, local currency, travel allowance, and fare purchased by traveler.
  • On a weekly basis I run a report for outstanding expense reports. Close Spend Authorizations that are overdue according to PAHO/WHO E-Manual, personnel must file an Expense Report within 15 days of completion of travel, and Expense Report will not be accepted or settled beyond 90 days from the completion of travel. Contact staff member to recover outstanding cash advances. Create a journal in PMIS, inform payroll to deduct from salary the cash advance, and treasury to process the repayment. Once all the above has been finalized, I must manually close the TA.
  • Support actions to Streamline and Automate financial processes and to review the Job Aids (JA) and Standard Operational Procedures (SOP) and the PMIS reports.

Director of Administration (AM)

Pan American Health Organization/World Health Organization (PAHO/WHO)
04.2015 - 12.2015
  • Arranged appointments, maintained staff calendar, received visitors, directed telephone calls, and handled confidential, sensitive matters with great discretion according to protocol.
  • Planned travel arrangements for high level officials within the organization
  • Reviewed incoming correspondence, identified urgent matters to ensure they were expedited.
  • Gathered necessary background documentation for correspondence requiring action, also made recommendations on actions to be taken. Proofread, punctuation, grammar, spelling and adherence to PAHO’s standards and policies.
  • Established and maintained files, prepared agendas, and gathered data to assemble for briefs.
  • Coordinated with other executive assistants and support to brief and train support staff on office procedures
  • Monitoring, facilitating payment of vouchers and implementing the budget related to the PMIS project ($20.3 million for the life of the project).
  • Nominated as a Core Team PMIS Member - Provide administrative and technical support for the PMIS Project.
  • Receive and review invoices and request payments for Workday, Cutter, Collaborative Solutions, Tidemark.
  • Provide administrative support to the AM/SI team, including being responsible for maintenance of the official PASB Organizational Chart on the Intra- and Internet in both Spanish and English in collaboration with the Office of the Chief of Staff (D/COS).
  • Assist with AMPES allotments, award lines, expenditure, and obligation adjustments/establishment to ensure operational efficiency and proper utilization of funds in budget operations.

Strategic Initiatives & Innovation (AM/SII)

Pan American Health Organization/World Health Organization (PAHO/WHO)
05.2013 - 04.2015
  • Within the Office of the Director of Administration (AM), the incumbent is responsible for providing administrative support to the Strategic Initiatives (AM/SI) team, first-level support for policy and IT-related inquiries from end-users of the PAHO/WHO E-Manual, and administrative support to the staff engagement, performance management and change management objectives of the AM/SI program. Assignments involve specialized tasks requiring the selection, interpretation and assembly of information and data from several sources in examining problems for which several possible solutions exist, some of which are covered by established practices. Decisions and recommendations involve the planning, scheduling and execution of products and services in a timely and effective manner and to specific deadlines. The incumbent will have frequent contact with personnel throughout the team and extensive external contacts to provide or collect a variety of information, ensure common understanding, clarify, and/or resolve operational arrangements on issues or services of importance to the Organization.
  • Support to and day-to-day coordination of the PAHO/WHO E-Manual Secretariat, including review and due diligence of draft policies submitted to the Secretariat against existing policies and policies in the WHO E-Manual.
  • Maintenance of the E-Manual System, including 1st Level Support to all users of the E-Manual System.
  • Secretary to and document management for the E-Manual Secretariat and the E-Manual Standing Committee.
  • Quality assurance and both ad-hoc and systematic maintenance of policies and policy articles in the E-Manual system (annual policy review functionality, hyperlink’s maintenance, intranet guidelines library maintenance, etc.).
  • Perform Contract Management duties for AM/SI.
  • Document management, development and drafting for AM/SI in accordance with the PASB established standards and procedures.
  • Support change management aspects of the modernization of PAHO management information systems.
  • Perform secretarial functions for the AM/SI team, including the Advisors for Strategic Initiatives and Staff Engagement.
  • Maintain and publish an up-to-date listing of PAHO Collaborative Groups and reports, database maintenance for the same.
  • Assist AM/SI team with AMPES allotments, award lines, expenditure, and obligation adjustments/establishment to ensure operational efficiency and proper utilization of funds in budget operations.

Program and Budget (PBU)

Pan American Health Organization/World Health Organization (PAHO/WHO)
12.2010 - 04.2013
  • Type drafts, reports, articles, forms, and a variety of correspondence in English and Spanish using standard office computer software.
  • Draft, edit and review text for orderly presentation; limited analysis of reports, articles, and forms pertinent to work of Institutional Development.
  • Draft correspondence as required or on own initiative for administrative processes pertinent to various products and services of the Institutional Development project in accordance with the Organization’s standards and procedures for clearance and signature.
  • Assist in the coordination, preparation and development and execution of internal and external technical meetings, conferences, seminars, workshops, and studies, including: the preparation of agendas, compilation, and assembly of background information for documents, publications, and final reports.
  • Coordinate logistical arrangements ensuring compliance with staff and participants travel procedures and practices.
  • Provide secretarial/support functions as required, letters of agreement, contracts, collective travel authorizations, and letters of invitation.
  • Assist with on-going updating and improvement of Institutional Development related communications on the PAHO intranet and internet as well as the general management on Institutional Development communication.
  • Perform support functions, including but not limited to placing and answering telephone calls.
  • Receiving visitors; arranging appointments and keeping calendar of these appointments; locating background material and files; compiling data for the preparation of correspondence and/or reports; assembling correspondence for mailing.
  • Maintain an organized and updated filing system for correspondence, documents, computer office files, reference materials.
  • Make travel arrangements for staff at Headquarters, as well as country office staff, consultants, and temporary advisors, including preparation of travel authorizations, travel reservations, checking visa requirements and other travel related requirements.
  • Provide administrative support related to updating the planning system for the Biennial Work Plan (BWP), including updating activities and tasks, tracking of achievements of milestones, requesting obligations.

Office of the Deputy Director

Pan American Health Organization/World Health Organization (PAHO/WHO)
12.2004 - 11.2010
  • Typing in English and Spanish, articles, speeches, reports, and a variety of correspondence using mechanical or electronic word processing equipment.
  • Proofreading to ensure accuracy, correct spelling and punctuation, neat and orderly presentation of the text.
  • Ensure that the correspondence generated by the DD’s office complies with PAHO standards of excellence. Assisting in maintaining and monitoring budget and expenditure data for technical cooperation with the United States, Canada and other funds assigned to the Office of the Deputy Director.
  • Through the AMPES/OMIS system enter BWP and PTS database and request pre-obligation for all DD’s administrative processes, develop a tracking system for follow up obligations with FMR Retrieving, organizing and presenting data from the automated Financial Management System and Personnel System, including updating the PAHO committee system.
  • Preparing routine correspondence; Collaborating in the maintenance of a computerized roster of Expert Advisory Panels, PAHO Committees, Working Groups, Staff Representations, etc.
  • Establishing and maintaining files and controlled reference material, as necessary, using the CTAC’s System.
  • Assisting in the preparation/updating of the PowerPoint presentations of the Deputy Director.
  • Assisting in making travel arrangements for the Program Officer and the Administrator of the office.
  • Keeping up-to-date manuals such as the WHO Manual, Field Manual, Public Health Authorities, and others.
  • Performing office support functions, including but not limited to placing and answering telephone calls, receiving visitors, arranging appointments, compiling background data for preparation of correspondence and/or reports, and assembling correspondence for mailing.
  • Design and implementation of a new web page, including gathering information, performing research, uploading documents and links, and maintaining necessary updates.

Country and Sub-regional Coordination

Pan American Health Organization/World Health Organization (PAHO/WHO)
08.2004 - 11.2004
  • Preparing the Briefing Books for the Director, contacting, collecting, compiling, and processing all documents, correspondence, and background.
  • Receiving, reviewing, and routing incoming correspondence.
  • Maintaining the data base correspondence system, indexing files and reports.
  • Maintaining a calendar of appointments and deadlines preparing correspondence on own initiative, word processing reports, statistical tables and a variety of correspondence using standard office computer software.
  • Proofreading, editing, and reviewing the text for accuracy, correct spelling, punctuation and syntax, neatness, and orderly presentation conformity with PAHO style.
  • Assisting and making travel arrangements for CPA’s.
  • STC’s visiting officials, preparing travel authorization, obligation numbers, itineraries, preparation of travel claims and trip reports.

Director's Office

Pan American Health Organization/World Health Organization (PAHO/WHO)
05.2004 - 07.2004
  • Register all incoming correspondence in a computerized system and log the action taken.
  • Organize and maintain the files copies of correspondence for the Director’s signature.
  • Update mailing lists.
  • Type and prepare in final in English and Spanish correspondence, manuscripts, reports, tables, charts, spreadsheets, and forms using standard office computer software.
  • Assist the Chief of the Staff in the coordination, preparation, and development of internal and external meetings, maintain and electronic files of the agenda.

Education

United Nations Language Proficiency Examination in English
Washington, DC

Bachelor’s degree - Architect and Engineer Assistant

Technical and Professional University of Uruguay (UTU)
12.1993

High School Diploma - undefined

Crandon Institute
12.1989

Skills

  • Manage confidential information with discretion
  • Achievement-oriented
  • Analytical problem solving
  • Calendar coordination
  • Effective time management
  • Strong attention to detail
  • Guidance on organizational policies
  • Skilled in Excel data analysis
  • Strong customer support skills
  • Effective communication skills
  • Develop training programs for support staff

Languages

Spanish
Native or Bilingual
English
Native or Bilingual

Timeline

Financial Resources Management (FRM)

Pan American Health Organization/World Health Organization (PAHO/WHO)
01.2016 - Current

Director of Administration (AM)

Pan American Health Organization/World Health Organization (PAHO/WHO)
04.2015 - 12.2015

Strategic Initiatives & Innovation (AM/SII)

Pan American Health Organization/World Health Organization (PAHO/WHO)
05.2013 - 04.2015

Program and Budget (PBU)

Pan American Health Organization/World Health Organization (PAHO/WHO)
12.2010 - 04.2013

Office of the Deputy Director

Pan American Health Organization/World Health Organization (PAHO/WHO)
12.2004 - 11.2010

Country and Sub-regional Coordination

Pan American Health Organization/World Health Organization (PAHO/WHO)
08.2004 - 11.2004

Director's Office

Pan American Health Organization/World Health Organization (PAHO/WHO)
05.2004 - 07.2004

Bachelor’s degree - Architect and Engineer Assistant

Technical and Professional University of Uruguay (UTU)

High School Diploma - undefined

Crandon Institute

United Nations Language Proficiency Examination in English

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