Executive 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.

Language requirements updated

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 objective of the IARC is to promote international collaboration in cancer research.

The Director of IARC is responsible for the overall leadership of the Agency, for the development of the Agency's scientific strategy, and for communicating with the IARC Participating States. The Director reports to the IARC Governing Council and is elected for a period of five years.

The position will provide senior secretarial and administrative assistance to the Director’s Office. The Director’s Office has a wide variety of roles in the development and implementation of the strategy of the Agency, this requires an incumbent to facilitate and organize both liaison and coordination with scientific and administrative Branches within IARC and with many institutions and external organisations.

DESCRIPTION OF DUTIES

As the Executive Assistant to the Director, the overall role is to provide secretarial and administrative support within the Director's Office, which is responsible for the programme of IARC. Specific duties and responsibilities include:

1. Establish priority for reply to incoming correspondence addressed to the Director; draft replies in English and French; forward correspondence to Administration, Branch Heads for reply, ensuring by follow-up that necessary action has been taken.
2. Handle all Director's telephone communications, ingoing and outgoing, providing necessary documents and background material.
3. Maintain Director's calendar, covering: duty travels, internal appointments, external appointments and official engagements in Lyon and elsewhere.
4. Liaise with Branches/: setting-up meetings with the Director, providing necessary documents as and when required; type from dictation records of such discussions when necessary.
5. Provide administrative support to the Senior Advisory Team, including preparing the agenda and all related documents, drafting minutes of the meetings, and drafting and issuing IARC Organizational Circulars and Charts.
6. Act as point of contact for liaison of IARC Director's Office with WHO Director General's Office and Regional Director's Offices via their Assistants, including support to WHO-IARC activities on non-communicable diseases (NCDs) and joint meetings with Regional Offices, and finalize official correspondence with Ministers and national health institute directors of current and potential IARC Participating States.
7. Arrange Director's diary/meetings during duty travel and obtain the administrative requirements for: travel (e.g. visas, security, health requirements and clearances).
8. At the request of the Director, use corporate credit card on-line where necessary, guaranteeing hotel reservations, buying low-cost air/train tickets and paying membership fees of airport priority programmes and scientific societies, and inform Finance Office of the expenses via claims (travel), copies of subscription renewals (membership) and memos (Director's Hospitality).
9. Make arrangements for high-level visitors of the Director and Senior Visiting Scientists joining the Director's Office and for specific meetings where necessary (invitations, travel authorizations, hotel arrangements, circulation of programmes of visit/meeting, travel claims).
10. Establish Consulting Agreements related to the Director's Office, establish and maintain programme files and control access to confidential documents.
11. Assist with preparation of presentations (Microsoft PowerPoint and similar) for different scientific and administrative meetings; coordinate preparation of the presentations with scientific partners, check lay out and language, and provide final versions for conference organisers as needed.
12. Perform other related duties assigned by the supervisors.

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 & promoting individual and cultural differences*
• Communication*
• Producing results.

• Knowing and managing yourself.

  SKILLS

1. Thorough knowledge of or ability to quickly acquire knowledge of rules, regulations, policies and procedures relating to general administrative and programme matters contained in the WHO Rules & Regulations, WHO Manual and IARC Handbook.
2. Ability to manage own workload and set priorities; ability to prepare substantive correspondence in English and French and summary of meetings, to perform simple editorial work of a non-technical nature and to organize meetings.
3. Ability to use and adapt software packages (e.g. Word, Excel, PowerPoint, File Maker Pro).
4. Ability to work harmoniously as a member of a team; adapt to diverse educational and cultural backgrounds and maintain high standards of personal conduct and confidentiality.

REQUIRED QUALIFICATIONS

EDUCATION

Essential: Graduation from secondary school or equivalent technical or commercial school recognized by a diploma (BTS or equivalent minimum) in secretarial work, administration, communications, humanities or related field.

Desirable: University degree in administration, communications, humanities or related field.

PROFESSIONAL EXPERIENCE

Essential:

• At least five years of progressively responsible administrative support work.
• Experience in the organization of international travel and meetings involving high- level visitors and partners from various geographies.
• Solid experience in drafting and editing for language and grammar (in both English and French), a wide variety of sensitive documents and email communications.

Desirable: Experience in united nations or international organisations; work experience in several different continents.

USE OF LANGUAGE SKILLS

Expert knowledge of English or French and working knowledge of the other language. Knowledge of another UN official language would be an asset.

OTHER SKILLS (IT SKILLS)

Excellent knowledge of Microsoft 365 package.

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.