Administrative Assistant

Contract

This is a G-5 contract. This kind of contract is known as General Service and related categories. It is normally only for nationals. It usually requires 5 years of experience, depending on education. More about G-5 contracts.

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PURPOSE OF POSITION

The International Agency for Research on Cancer (IARC) is the cancer research agency of the World Health Organization (WHO) and is based in Lyon, France. The objective of IARC is to promote international collaboration in cancer research.

The role of the Services to Science and Research branch (SSR), led by the Director of Administration and Finance (DAF), is to support the achievement of IARC’s scientific objectives through efficient and effective management of the Agency’s resources; and provision of administrative, legal and operational support services, ensuring accountable risk mitigation and implementing strategies to strengthen capacities and maximize IARC’s impact.

The DAF supports the IARC Director in managing the activities of the Agency. The DAF also represents the Agency on all administrative, financial and legal matters with external parties (including collaborators, donors, other institutes/organizations, the Host Country and other Participating States, etc.).

The DAF Office (DAFO) supports the DAF in all of the above activities. DAFO comprises the following three components: (i) DAFO Coordination; (ii) Legal Matters & Data Protection Office; (iii) Governing Bodies & Meetings.

To support the DAF and the DAF Office (DAFO) in all of their activities, in particular on the following aspects: coordinating DAFO Team’s daily operations and the follow-up of DAFO’s broader activities/projects, liaising with colleagues within SSR and/or other Branches as required; providing advice and guidance on applicable administrative policies, procedures and processes; supporting efforts in streamlining and automating administrative processes; serving as focal point for administrative support staff within the Agency, and coordinating and maintaining continuous communication and interactions with this administrative support network; supporting broader efforts in enhancing internal communication on administrative matters of general interest.

DESCRIPTION OF DUTIES

Under the overall supervision of the Administrative and Legal Officer and guidance from the Director of Administration & Finance (DAF), the Administrative Assistant/ DAFO Coordinator is an integral and central element of the DAF Office Team, who helps ensuring appropriate coordination and service level standards in the support provided by the DAFO Team to IARC's researchers and other colleagues in the implementation of the Agency's scientific programme. The duties and responsibilities include coordinating and providing technical, administrative and general secretarial support to the DAF and the DAFO Team as required; coordinating activities with, and serving as point of reference for all secretaries and administrative/project assistants within the Agency; supporting the DAF and the DAFO Team in ensuring the Agency’s activities are in accordance with the Agency’s regulatory and statutory frameworks, including through streamlining, implementation and proper communication of administrative policies, procedures and processes; and supporting enhancement and implementation of internal communication channels, including the IARC Intranet and other tools/platforms. More specifically, the incumbent will:

1) Ensure smooth running of the DAF Office daily operations, in close collaboration with other DAFO Team members and other colleagues within SSR and the rest of the Agency as appropriate.

2) Coordinate the monitoring and follow-up of the DAFO work plan to ensure timelines are adhered to or delays explained; and maintain status reports.

3) Coordinate the efficient provision of secretarial and administrative support to the DAF and the DAFO Team.

4) Coordinate creation, maintenance, and update of DAFO’s files and reference system, ensuring complete and accurate filing for future reference.

5) Coordinate support services for meetings organized by the DAF, preparing and/or monitoring progress of required documentation/information and related logistic requirements; and coordinate any follow-up actions as may be necessary thereafter.

6) Draft general or administrative correspondence for the DAF's signature and more technical correspondence or other materials according to instructions.

7) Review and analyse incoming matters in the light of background material, applicable rules, policies, procedures and standard templates, to ensure compliance prior to submission for DAF's clearance/signature; where necessary, research/obtain and attach background documentation or information to facilitate DAF’s clearance/approval; redraft/correct or return to initiator for action as necessary; and bring to DAF’s or other DAFO Team members’ attention as appropriate, any deviations or identified issues requiring further review.

8) Support DAF and the DAFO Team in the review, preparation/drafting, communication and implementation of new or updated administrative processes, procedures and policies; contribute to streamlining and automation efforts, including through existing or new systems and tools (e.g. BMS); and support DAF and the DAFO Team in organizing briefings as required and ensuring proper dissemination within the Agency as well as adherence.

9) Serve as focal point for the Agency's secretarial and administrative/project support staff on administrative policies and procedures, including:

- Answering specific queries on a wide range of administrative related matters, or re-directing to the relevant colleagues, as appropriate;

- Briefing newly recruited secretarial and administrative/project support staff on general administrative policies and procedures (e.g. inter alia, most commonly used procedures/processes and standard IARC templates, preparation of internal and external communication according to house style, etc.) and providing an overview of available information sources, in particular the IARC Intranet, the dedicated online shared space for administrative support staff, and any other useful platforms or tools;

- Organizing regular meetings, briefings and refresher sessions on own initiative and as required and preparing briefing materials as needed;

- Proactively developing and implementing communication channels through various formal and informal means, in order to maintain continuous dialogue and sharing of information of common interest.

10) Support the DAF in coordinating efforts to enhance and implement internal communication channels, including for example through town halls, regular newsletters/briefs, internal circulars and other announcements, open doors, briefing sessions, etc.; and through governance of the IARC Intranet and other tools/platforms, in close collaboration with other relevant colleagues.

11) Perform all of the above duties in close collaboration with support staff within DAFO, coordinating the work as a team, training support staff within DAFO when necessary, and upon delegation supervising such support staff accordingly.

12) Provide additional administrative support to Senior Assistant/Governing Bodies Meetings (GBM) Coordinator for Governing and Scientific Council meetings as required.

13) Actively support/ contribute to/ participate in new SSR initiatives, and perform other duties on ad hoc basis as required or instructed.

WHO COMPETENCIES

· Teamwork*

· Respecting & promoting individual and cultural differences*

· Communication*

· Producing results.

· Knowing and managing yourself.

REQUIRED QUALIFICATIONS

EDUCATION

Essential: Completion of secondary school education or equivalent, supplemented by relevant training recognized by a diploma (BTS/DUT or equivalent).

Desirable: University degree in a relevant field.

PROFESSIONAL EXPERIENCE

Essential: At least five years' experience in similar secretarial and/or administrative positions in an international and multicultural environment.

Desirable: One to two years' experience in administrative, legal and/or financial management services in UN-type Agency.

USE OF LANGUAGE SKILLS

Excellent knowledge of English and/or French and working knowledge of the other language.

SKILLS

· Ability to multi-task and to take the lead in areas of responsibility;

· Organizational skills and creativity; high attention to details; service-oriented;

· Ability to tactfully interact with a wide variety of people of various backgrounds, cultures, positions; discreet, able to keep sensitive information confidential;

· Comfortable with IT tools (Pack Office including Excel, PowerPoint, etc.);

· At ease with change management initiatives.

REMUNERATION

The fixed remuneration for the above position currently amounts to EUR 3,615 per month, and is expressed net of income tax but before deduction of the employee share contributions for mandatory participation in the United Nations Joint Staff Pension Fund (UNJSPF) and in the Organization’s private insurance plans covering health, accident, illness and disability.

Other benefits include different types of leave and allowances for dependent family members.

Employment status is that of an international civil servant.

Note: due to the legal status of WHO/IARC as an international organization, its staff do not contribute to and do not generate benefits in French mandatory schemes for health insurance (“assurance maladie”), pension (“assurance vieillesse/retraite or unemployment (“Pôle-Emploi”) throughout their period of employment with the Agency.

ADDITIONAL INFORMATION

· This vacancy notice may be used to fill other similar positions at the same grade level or lower.

· This post is subject to local recruitment and will ideally be filled by persons residing within the local commuting area of the duty station.

· Only candidates under serious consideration will be contacted.

· A written test and/or presentation/seminar may be used as a form of screening.

· If 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. IARC/WHO only considers higher educational qualifications obtained from an institution accredited/recognized in the World Higher Education Database (WHED), a 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. Some professional certificates may not appear in the WHED and will require individual review.

· According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible.

· Any appointment/extension of appointment is subject to WHO Staff Regulations, Staff Rules, and Manual noting that first year of fixed term contracts is a probationary period which may be extended subject to performance evaluation.

· For information on IARC’s operations please visit: https://www.iarc.who.int, and for more general information on WHO's operations please visit: http://www.who.int.

· IARC/WHO is committed to creating a diverse and inclusive environment of mutual respect. The IARC/WHO recruits and employs staff regardless of disability status, sex, gender identity, sexual orientation, language, race, marital status, religious, cultural, ethnic, and socio-economic backgrounds, or any other personal characteristics.

· IARC/WHO is committed to achieving gender parity and geographical diversity in its staff. Women, persons with disabilities, and nationals of unrepresented and underrepresented Participating States https://www.iarc.who.int/equity-diversity-and-inclusion-at-iarc are strongly encouraged to apply for IARC/WHO jobs. Persons with disabilities can request reasonable accommodations to enable participation in the recruitment process. Requests for reasonable accommodation should be sent through an email to reasonableaccommodation@who.int

· An impeccable record for integrity and professional ethical standards is essential. IARC/WHO prides itself on a workforce that adheres to the highest ethical and professional standards and that is committed to put the IARC/WHO Values Charter https://www.iarc.who.int/about-iarc-who-ethics into practice.

· IARC/WHO has zero tolerance towards sexual exploitation and abuse (SEA), sexual harassment and other types of abusive conduct (i.e., discrimination, abuse of authority and harassment). All members of the IARC/WHO workforce have a role to play in promoting a safe and respectful workplace and should report to IARC/WHO any actual or suspected cases of SEA, sexual harassment, and other types of abusive conduct. To ensure that individuals with a substantiated history of SEA, sexual harassment or other types of abusive conduct are not hired by the Organization, IARC/WHO will conduct a background verification of final candidates.

· IARC/WHO has a smoke-free environment and does not recruit smokers or users of any form of tobacco.

· IARC/WHO also offers wide range of benefits to staff, including parental leave and attractive flexible work arrangements to help promote a healthy work-life balance and to allow all staff members to fully express and develop their talents.

· The statutory retirement age for staff appointments is 65. For external applicants, only those who are expected to complete the term of appointment will normally be considered.