Administrative Clerk (Fellowship Office)

Contract

This is a G-3 contract. This kind of contract is known as General Service and related categories. It is normally only for nationals. It usually requires 3 years of experience, depending on education. More about G-3 contracts.

OBJECTIVES OF THE PROGRAMME

The mission of the Learning and Capacity Building Branch (LCB) is to coordinate various IARC training initiatives and to promote them both internally and externally.

Within the IARC Research Training and Fellowship Programme, the Agency hosts at any time more than 100 early career researchers (students and postdoctoral scientists) and visiting scientists (ECVS) from all over the world. By its nature, this population has a very high turnover rate, duration of stays varying from a few weeks to a few years, often with extensions. The administrative management of these researchers is ensured by LCB.

More information about the LCB Branch at IARC can be found at the below link:

https://training.iarc.fr/

In addition to the daily workload, LCB has initiated a review of all processes (ECVS ITS Management System, ticketing system, postdoctoral charter, FAQs).

The aim of this temporary position is to support the Fellowship Office in the administration of early career and visiting scientists hosted at IARC and its review of all standard operating procedures.

This temporary position is established for an initial duration of 1 year. Extension is possible beyond the initial 1-year period, subject to ongoing need, available funding for this position and the provisions of the WHO staff rules relating to temporary appointments.

In light of the evolving Covid-19 situation, and subject to exigencies of service, this position can be carried out partly on-site at IARC in Lyon 8th and partly remote from the selected candidate’s home in the Lyon commuting area.

DESCRIPTION OF DUTIES

Under the supervision of the Fellowship Assistant in LCB, the incumbent carries out a range of administrative support work (both secretarial and clerical-related) relating to the early career and visiting scientists hosted within the IARC Research Training and Fellowship Programme, as follows, according to pre-established guidelines and templates:

1) Checks emails received in the IARC Fellowship mailbox and future FEL support ticketing system and reply to standard queries.

2) Drafts relevant documents: condition letters, attestations, reimbursement requests.

3) Creates and/or updates ECVS e-files, maintaining related databases and systems in place for the administration of ECVS at IARC.

4) Focal point between ECVS and Health insurance: review of health insurance contracts, support for new contracts, extensions of coverage.

5) Supports in the review of the IARC postdoctoral charter and update of IARC Welcome pack.

6) Drafts FAQs for ECVS for publication on LCB’s website and SOPs (content and layout) on the various existing core activities of the Fellowship Office.

7) Ensures the backup of the LCB team secretary, as required, notably: i) checks completeness of ECVS requests from the scientific branches; and ii) prepares and processes workflows for stipends, allowances, reimbursements and payments.

REQUIRED QUALIFICATIONS

Education

Graduation from secondary school or equivalent, complemented by specialized training (BTS or equivalent level or higher) in a field relevant for the position (e.g. administration, humanities, foreign languages, human resources, business…).

Experience

Essential:

At least two years of relevant professional experience in an academic or scientific setting, in one or both of the following areas:

i) the administration and on-boarding of students, staff members and/or other personnel, and/or

ii) the delivery of support services (e.g. immigration, relocation, integration, training and events…) to these same categories of persons.

Prior experience in an international and/or multicultural work environment is also required.

Desirable: experience in the administration of an internship or fellowship programme.

Skills

- Excellent interpersonal skills, ability to work in a multicultural environment, with tact, diplomacy, and discretion. Ability to work as a member of a team.

- Ability to perform editorial work of a non-technical nature, in English.

- Familiarity with French immigration rules as they relate to entry into France of foreign students, staff members and/or other types of personnel.

- Rigorous attention to detail and accuracy.

- Ability to work to deadlines and manage priorities in an ever-changing environment.

Use of Language Skills

Essential:

- Expert English (read, written, and spoken).

- Intermediate of French (higher level desirable).

Desirable: Knowledge of other language(s) is an asset.

REMUNERATION

The fixed remuneration for the above position currently amounts to EUR2878 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 and in the Organization’s private insurance plans covering health, accident, illness and disability. Net paid salary after deduction of these contributions amounts to approx. EUR2500 per month.

Other benefits include 6 weeks of annual leave and allowances for dependent family members.

Employment status is that of 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

• 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 post is subject to local recruitment and will be filled by persons residing in the local commuting area of Lyon.

• Only candidates under serious consideration will be contacted for assessment and interview (to be held remotely).

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

• Any appointment/extension of appointment is subject to WHO Staff Regulations, Staff Rules and Manual.

• For information on WHO's operations please visit: http://www.who.int

• WHO/IARC is committed to workforce diversity.

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