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WHO - World Health Organization

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Lyon (France)

Senior

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Overview

Provide secretarial and administrative support to the EXD.

You have:

Completion of secondary school education or equivalent commercial school.
Higher education an advantage.
A minimum of 8 years of experience in secretarial or administrative positions.
Several years of experience in a more senior secretarial/administrative position in WHO or other UN organization is desirable.
Relevant experience of WHO administrative rules, regulations, procedures and practices.
Experience in Oracle-based or other ERP systems an asset.
Sound knowledge and skills using a variety of office and computer packages.
Expert knowledge of English.
Expert knowledge of French.

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.

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Details

OBJECTIVES OF THE PROGRAMME

The World Health Organization's Academy (“The Academy”) will be the state-of-the-art learning institution that aims to support lifelong learning for health impact and reach millions of 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 a campus network, as well as other innovative delivery modes. 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 act 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, personalized and multilingual learning that meets priority needs.

DESCRIPTION OF DUTIES

Within the delegated authority, the incumbent is assigned all or part of the following responsibilities:

Ensure smooth running of the EXD Office in close collaboration with other administrative staff in the Academy through the efficient provision of secretarial and administrative support to the EXD.
Draft general or administrative correspondence on own initiative for the EXD's signature and more technical correspondence according to instructions given by the EXD, ensuring that correspondence/documents submitted for the EXD's clearance/signature are prepared according to WHO rules, practices and procedures, redrafting/correcting and returning to departments/programmes for action as necessary.
Analyse incoming matters in the light of background material, instructions, policies and precedents; research and attach background documentation in anticipation of EXD's questions and information needs.
Coordinate presentations to EXD of all documents requested of and provided by department's units 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 EXD;
Create, maintain, update and monitor access to specific EXD'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 EXD's daily agenda, ensures protocol and exercising tact and discretion with Permanent Missions, counterparts in other UN Agencies, and other WHO partners; contact Department units 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 EXD, 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 EXD's office and - as required- initiate related actions through GSM.
Manage and organize all duty travels for the EXD and staff assigned to his/her office.
Monitor the work and train support staff within the EXD's office when necessary and upon delegation supervise such support staff accordingly.
All other related duties as assigned.

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. Desirable:

Several years of experience in a more senior secretarial/administrative position in WHO or other UN organization is desirable.
Relevant experience of WHO administrative rules, regulations, procedures and practices, and of its structure is highly desirable.
Experience in Oracle-based or other ERP systems an asset.

Skills

Strong skills to work independently.
Strong organization and offices skills, as well as skills in notetaking and minute writing.
Sound knowledge and skills using a variety of office and computer packages.
Sound knowledge of WHO and/or UN administrative rules and regulations, procedures and practices.
The ability to multitask and work under pressure.
The ability to exercise discretion at all times injudging the importance, urgency and confidential nature of various issues and tact when dealing with staff and external partners of all nationalities.

WHO Competencies

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

Use of Language Skills

Essential: Expert knowledge of English. Expert knowledge of French.

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 48,081 (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.
This post is subject to local recruitment and will be filled by persons recruited in the local commuting area of the duty station.
A written test and/or an asynchronous video assessment 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.
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 E-Manual.
For information on WHO's operations please visit: http://www.who.int.
The WHO is committed to creating a diverse and inclusive environment of mutual respect. The 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.
The WHO is committed to achieving gender parity and geographical diversity in its workforce. Women, persons with disabilities, and nationals of unrepresented and underrepresented Member States (https://www.who.int/careers/diversity-equity-and-inclusion) are strongly encouraged to apply. 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. WHO prides itself on a workforce that adheres to the highest ethical and professional standards and that is committed to put the WHO Values Charter into practice.
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 WHO workforce have a role to play in promoting a safe and respectful workplace and should report to 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, WHO will conduct a background verification of short-listed candidates.
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 express and develop their talents fully.
The statutory retirement age for staff appointments is 65 years. For external applicants, only those who are expected to complete the term of appointment will normally be considered.
WHO has a smoke-free environment and does not recruit smokers or users of any form of tobacco.
In case the recruitment website does not display properly, please retry by: (i) checking that you have the latest version of the browser installed (Chrome, Edge or Firefox); (ii) clearing your browser history and opening the site in a new browser (not a new tab within the same browser); or (iii) retry accessing the website using Mozilla Firefox browser or using another device. Click the link for detailed guidance on completing job applications: Instructions for candidates.
Please note that WHO’s contracts are conditional on members of the workforce confirming that they are vaccinated as required by WHO before undertaking a WHO assignment, except where a medical condition does not allow such vaccination, as certified by the WHO Staff Health and Wellbeing Services (SHW). The successful candidate will be asked to provide relevant evidence related to this condition. A copy of the updated vaccination card must be shared with WHO medical service in the medical clearance process. Please note that certain countries require proof of specific vaccinations for entry or exit. For example, official proof /certification of yellow fever vaccination is required to enter many countries. Country-specific vaccine recommendations can be found on the WHO international travel and Staff Health and Wellbeing website. For vaccination-related queries please directly contact SHW directly at [email protected].