Administrative Assistant (Inventory)

Mid

Overview

Provide administrative support and inventory management for the ASO team.

You have:

• Completion of secondary school or equivalent in secretarial/administrative fields, recognized by a diploma (DUT, BTS or equivalent).
• At least 3 years of relevant experience in administrative support role.
• Excellent knowledge of French and working knowledge of English.
• Knowledge of ERP system.
• Knowledge of Microsoft 356 office package.

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 specialized cancer agency of the World Health Organization. The objective of the IARC is to promote international collaboration in cancer research.

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

Within the Services to Science and Research (SSR), the Administrative Services Office (ASO) is responsible for the delivery of administrative support and services to the Agency and field staff in the following areas: building management, maintenance and repairs, conference services, procurement, supplies and equipment, communication and records, documents production, assets management, insurance, transportation, logistics, security and safety, business continuity, travel services, UNLP, visas, and cafeteria. The ASO provides a service to support the successful implementation of the Agency’s scientific activities.

Under the supervision of the Administrative Assistant, the incumbent supports ASO team members and provides administrative services to staff in accordance with the WHO and IARC policies, practices and procedures by performing the below duties.

DESCRIPTION OF DUTIES

1- General administrative support: a) Provide administrative support to the team (drafts and edits reports, memoranda and other documents in English and French following the Agency’s standards and procedures) b) Maintain an organized and updated filing system for all the ASO documentation and ensure the follow up for up-to-date information on Intranet, and Teams. c) Participate in the basic ASO services offered (call, mail, shipments, trainings, etc), d) Follow specific operations or service agreements (mobile phone service, cleaning, travel agency, etc.). e) Prepare all in-house ASO communications, regarding technical or general services. f) Assist with visa processing, UNLP applications, and conference service coordination. g) Perform other related tasks as assigned by the supervisor, which may include providing cover for absent colleagues. Furthermore, serve as the Administrative Assistant/ASO backup, handling routine business matters to ensure the seamless day-to-day operation of the office. 2- Inventory support: h) Act as the asset focal point (day-to-day management of office assets and asset register, keep and manage the asset forms, etc). i) Collect the information from Branches regarding assets to be disposed or relocated. j) Check the disposal requests and prepare the list of assets for discussion with the Property Survey Committee (PSC) members and update the inventory database accordingly, online with the Asset Policy.

WHO COMPETENCIES

• Teamwork
• Respecting and promoting individual and cultural differences
• Communication
• Producing results

SKILLS

• Excellent organizational and multitasking abilities.
• Knowledge of administrative activities in a service-oriented office.
• Demonstrated tact, professionalism, discretion, and flexibility in user support.
• Maturity, strong interpersonal skills, and ability to work under pressure.
• Good knowledge of or ability to quickly acquire knowledge of the rules, regulations and procedures relating to general administrative and programme matters contained in WHO Manual and IARC Handbook.
• Demonstrated ability to type in both English and French, including performing basic editorial tasks of a non-technical nature.
• Strong teamwork skills with the capacity to collaborate harmoniously and adapt to varied educational and cultural environments.
• Proven effectiveness in producing user documentation, setting priorities in dynamic situations, and consistently delivering results.

REQUIRED QUALIFICATIONS

EDUCATION

Essential: Completion of secondary school or equivalent in secretarial/administrative fields, recognized by a diploma (DUT, BTS or equivalent). Desirable: University degree in a relevant field.

PROFESSIONAL EXPERIENCE

Essential: At least 3 years of relevant experience in administrative support role. Desirable: Experience working in intergovernmental organizations, the United Nations common system or similar organizations, and/or experience working in a research environment.

USE OF LANGUAGE SKILLS

Essential: Excellent knowledge of French and working knowledge of English.

OTHER SKILLS (e.g. IT)

Knowledge of ERP system. Member of the safety team. Knowledge of Microsoft 356 office package.

REMUNERATION

The fixed remuneration for the above position currently amounts to EUR 3,396 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.
• 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 [email protected] 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.

Apply now

Potential interview questions

Added 5 months ago - Updated 5 months ago - Source: who.int