Assistant to CLO

Contract

This is a G-6 contract. This kind of contract is known as General Service and related categories. It is normally only for nationals. It usually requires 6 years of experience, depending on education. More about G-6 contracts.

OBJECTIVES OF THE PROGRAMME

The World Health Organization's Academy (‘The Academy') is a new state-of-the-art learning institution that aims to revolutionize lifelong learning for health impact and reach million learners around the world. Based in Lyon, France, the Academy hub will offer a blend of learning modalities; digital, in-person learning via the hub in Lyon or through the campus network, as well as ‘portable learning labs' designed for contexts where participants cannot travel or access the digital learning platform.The Academy is an integral part of the WHO under the management authority of the Director-General. The overall goal of the Academy is to advance the learning and human development component of WHO's General Programme of Work (GPW) and health sustainable development goals. More specifically the Academy will:

• Enhance the competencies of millions of people through cutting-edge digital learning and hybrid learning, including leaders, practitioners, catalysts and lay people.
• Transition the WHO to a learning organization and strengthen the competencies of over 7,000 staff to advance the WHO priorities and goals.
• Improve the effectiveness, efficiency and impact of lifelong learning supported by WHO across three-levels of the organization.

The WHO Academy will deliver advanced digital and in-person learning to WHO workforce, health policy practitioners, health workers and other individuals. The Academy will be officially launched in May 2021 as a globally accessible school for the future which combines the latest technologies in digital and remote learning with advancements in adult learning science to offer innovative, personalised and multilingual learning that meets priority needs.

DESCRIPTION OF DUTIES

• Ensure the smooth running of the Chief Learning Officer's (CLO's) Office in close collaboration with other administrative staff in the Academy through the efficient provision of secretarial and administrative support.
• Draft general or administrative correspondence on own initiative for the CLO's signature and more technical correspondence according to instructions given by the CLO, ensuring that correspondence/documents submitted for the CLO's clearance/signature are prepared according to WHO rules, practices and procedures, redrafting/correcting and returning to departments/programmes for action as necessary.
• Analyze incoming matters in the light of background material, instructions, policies and precedents; research and attach background documentation in anticipation of CLO's questions and information needs.
• Coordinate presentations to CLO of all documents requested and provided by departments/programmes under his/her responsibility by ensuring that all such documents are logically complied, formatted and assembled in a manner which facilitates the work of the CLO.
• Create, maintain, update and monitor access to specific CLO's files and reference system, ensuring accurate and appropriate filing of confidential and sensitive information.
• Screen and receive visitors/telephone calls with tact and discretion, make appointments, redirect visitors/callers as necessary; provide background information concerning purpose of appointments with official visitors and/or staff members; re-arrange schedules disrupted by unexpected events.
• Manage smooth operation of CLO's daily agenda, arranging visits with Permanent Missions, high-level dignitaries and delegations from other UN agencies and/or WHO Partners etc.
• Observing appropriate protocol and exercising tact and discretion; contact Division programmes to obtain information and/or request preparation of speeches, briefings etc.
• Coordinate support services for conferences and meetings, monitoring progress of required documentation/information, and coordinating related logistic requirements.
• For internal meetings organized by the CLO, prepare agenda and list of participants, ensure that documentation and briefing files are prepared in due time, and attend meetings to take notes and prepare minutes when required.
• Ensure necessary administrative arrangements and briefings for staff and non-staff (i.e. consultants, APWs, etc) assigned to the CLO' office and - as required- initiate related actions through GSM.
• Manage and organize all duty travels for the CLO and staff assigned to his/her office.
• For Governing Bodies meetings, monitor preparation and ensure timely and accurate submission to Governing Bodies of specific documents tabled for EB and WHA discussion and resulting resolutions, liaising with Departments/Teams, Governing Bodies and Permanent Missions, as requested; compile comprehensive files and background documentation, highlighting main points.
• Other related duties as may be assigned by the CLO.

REQUIRED QUALIFICATIONS

Education

Essential: Completion of secondary school education or equivalent commercial school. Desirable: Higher education an advantage.

Experience

Essential: A minimum of 8 years of experience in secretarial or administrative positions, preferably with several years' experience in a more senior secretarial/administrative position in WHO or another UN organization.

Desirable: Sound knowledge of WHO administrative rules, regulations, procedures and practices, and of its structure is highly desirable.

Skills

Human relationships are a most important feature of this post in view of the delicacy and scope of the activities of the office of the CLO. Incumbent must have the ability to exercise discretion at all times in judging the importance, urgency and confidential nature of matters/problems, and tact in dealing with persons of all nationalities. The incumbent works with substantial independence. The CLO determines the objectives to be achieved and the priorities. The incumbent then plans and carries out the work on his/her own initiative, in conformity with rules and regulations, and/or provides solutions for cases that require special processing, reporting regularly to the CLO and bringing special issues to his/her attention.

WHO Competencies

Teamwork Respecting and promoting individual and cultural differences Communication Moving forward in a changing environment Knowing and managing yourself

Use of Language Skills

Essential: Expert knowledge of English. Intermediate knowledge of French. Desirable: The above language requirements are interchangeable.

REMUNERATION

WHO offers staff in the General Services category an attractive remuneration package, which for the above position includes an annual net base salary starting at EUR 46,394 (subject to mandatory deductions for pension contributions and health insurance, as applicable) and 30 days of annual leave.

ADDITIONAL INFORMATION

• 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 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. 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 WHO Staff Regulations, Staff Rules and Manual.

• Staff members in other duty stations are encouraged to apply.

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

• WHO is committed to workforce diversity.

• WHO's workforce adheres to the WHO Values Charter and is committed to put the WHO Values into practice.

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

• This post is subject to local recruitment and will be filled by persons recruited in the local commuting area of the duty station.