Administrative Assistant

Contract

This is a G-4 contract. This kind of contract is known as General Service and related categories. It is normally only for nationals. It usually requires 4 years of experience, depending on education. More about G-4 contracts.

.PURPOSE OF POSITION

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

The position provides administrative assistance and monitoring support to the Director of Administration & Finance (DAF) and the DAF Office Team (DAFO), including with regard to the implementation of DAFO’s deliverables/projects. As part of the DAFO Team, performs administrative duties and project follow-up in support of the team’s work and mandate.

DESCRIPTION OF DUTIES

1. General administrative assistance to the DAF and DAFO Team

2. Manage incoming communications and clearances (requests, correspondence, and documents).

3. Manage schedules for appointments, meetings, travel, and visitors.
4. Screen and receive visitors and telephone calls with tact and discretion.
5. Organize/provide support for internal and external meetings (preparation, background materials, travel requests, hospitality, logistics, documentation, note-taking as needed, etc.).
6. Draft outgoing correspondence, documents, PowerPoint presentations, as/ when required and in accordance with guidance from DAF and/or DAFO colleagues.
7. Organize and manage the DAF and DAFO centralized archives (repositories, maintaining and updating).

8. Act as leave administrator for DAFO, SSR Heads and Branch Secretaries.

9. Project-specific support

Internal communication:

1. Assist DAF/DAFO in migrating/ maintaining/ updating the respective SSR and DAFO shared sites on Teams & SharePoint (incl. relevant information on IARC Intranet).
2. Assist DAFO Coordinator in migrating/ maintaining/ updating the shared site dedicated to the network of assistants/ admin. support staff on Teams.
3. Assist DAF and DAFO Coordinator in monitoring the maintenance and updating of the IARC Intranet, including with regard to its governance.
4. Prepare other SSR or DAFO internal communications as may be required, based on instructions and inputs from other colleagues, e.g., for SSR Monthly Brief; SSR input to Administrative Town Halls; SSR organigramme; internal memos, circulars and other announcements to be posted internally, as appropriate; etc.

Policies and procedures:

1. Maintain central repository of policy/procedure documents, and follow up with business owners re. updates and mandatory review date as appropriate.
2. Assist DAF/DAFO in updating and drafting admin. policy documents, procedures, SOP, etc., in particular with regard to formatting, visual coherence, creating workflow charts, templates and forms.

Compliance and quality checks:

1. Perform quality check of incoming documents and/or requests, and follow up as appropriate with relevant colleagues, under the guidance of DAFO Coordinator.
2. Perform regular quality check of the central e-archives (CRAs, DTAs, APWs), master data and completeness of records, and follow up with initiators as appropriate.

Workplan monitoring:

1. Provide support to DAF/DAFO for the monitoring and updating of the team’s ongoing projects and activities against the broader SSR workplan, and follow up with other members of the team where action is required, as appropriate.

Governing Bodies Meetings (GBM):

1. Provide support to GBM Coordinator in the preparation of, and during meetings of the Governing Council and Scientific Council (in relation to e.g., preparation/ formatting of documents, follow-up with other colleagues on actions to be taken, travels and payments where applicable, etc.).

COVID-19 MEASURES

Due to the evolving situation resulting from the Covid-19 pandemic, and depending on work requirements, this position may be partly occupied remotely, from the home of the candidate selected in the region Lyon, according to the teleworking clause for force majeure currently in force as part of the IARC teleworking policy during this pandemic period.

WHO COMPETENCIES

• Teamwork
• Respecting and promoting individual and cultural differences
• Communication
• Producing results
• Knowing and managing yourself

REQUIRED QUALIFICATIONS

EDUCATION

Essential:

Completion of secondary school education or equivalent in administrative training, recognized by a diploma/certificate of studies.

Desirable: Post-secondary training in administrative office/project assistance, and/or project management

PROFESSIONAL EXPERIENCE

Essential:At least 3 years progressive administrative office work experience in an international environment institution, preferably in support of programs/projects.

Desirable: Experience in providing support to projects in the UN or WHO.

USE OF LANGUAGE SKILLS

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

SKILLS

• Demonstrated organizational skills and ability to deliver results within assigned timelines.
• Strong interpersonal communication and drafting skills.
• Demonstrated proficiency in the use of all modern tools/ software includingMicrosoft Office applications.
• Capacity and willingness to maintain effective work dialogue in a multicultural environment/team with sensitivity and respect for diversity and to establish effective working relationships at all levels.
• Demonstrated capacity to work proactively and effectively as a member of a team.
• Ability to monitor projects closely
• Ability to work in a fast-paced environment while keeping the focus on work quality.
• Ability to maintain a professional and collegial working environment, with a focus on well/being of self and others.

REMUNERATION

The fixed remuneration for the above position currently amounts to EUR 3,196 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 post is subject to local recruitment and will be filled by persons residing in the local commuting area of Lyon.
• We only accept applications submitted via our online recruitment tool (applications for this position should be filled out in English and include a cover letter in English). Application profiles should include the details of all work experiences to date (including paid internships).
• This vacancy notice may be used to fill other similar positions at the same grade level.
• Only candidates under serious consideration will be contacted.
• A written test and/or presentation may be used as a form of screening.
• 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. 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.
• Any appointment/extension of appointment is subject to IARC/WHO Staff Regulations, Staff Rules and Manual.
• For information on IARC’S operations please visit: www.iarc.fr
• IARC/WHO is committed to workforce diversity.
• IARC/WHO's workforce adheres to the WHO Values Charter and is committed to put the WHO Values into practice.
• IARC/WHO has a smoke-free environment and does not recruit smokers or users of any form of tobacco.
• Applications from women are encouraged.