Administrative Assistant

Lyon | Paris

Description of duties: Under the direct supervision of the Administrative Officer (AO), the Administrative Assistant is an integral part of the DAF Office, complementing the support the DAF and the AO provide IARC's researchers in the implementation of the Agency's scientific programme. The incumbent provides technical and administrative support to the DAF's Office. The duties and responsibilities include :1/ Support to DAF Office:- Supports the DAF and the AO in the review, preparation/issuance and implementation of new or updated administrative processes, procedures and policies; drafts internal circulars as required, and assists the DAF and the AO in developing other potential ways of communicating SSR news and updates within the Agency;- Reviews standard contractual documents prepared by scientific colleagues to verify compliance with IARC standard templates and adherence to established procedures, and follows up with originators where necessary; brings to the Administrative Officer's attention any deviations and issues requiring further review;- Drafts replies to general and administrative correspondence on the basis of instructions or on own initiative, and assists in preparation of other documents and presentations;- Organizes internal and external meetings, workshops, seminars, etc., coordinated by the DAF and/or DAF's Office, and handles all related administrative and logistical aspects;- Independently follows up on action points decided upon or discussed during these meetings, as appropriate;- Proactively follows up on the SSR work plan to ensure timelines are adhered to or delays explained and maintains status reports;- Serves as back-up when the AO is absent to ensure continuation of services according to priorities and instructions set by supervisors;- Is responsible for secretarial duties within DAF Office. - Serves as Secretary to Information Technology Services (ITS) group;- Backs-up other SSR support staff as required.2/ Lead role on administrative matters for IARC Secretaries/Assistants:- Serves as point of reference for the Agency's secretarial and administrative support staff on administrative procedures and answers specific queries or issues on related matters, or re-directs to the relevant colleagues, as appropriate;- Briefs newly recruited secretarial and administrative support staff on general administrative procedures (including inter alia, most commonly used procedures/processes and available IARC templates, clearance procedures, preparation of internal and external communication, etc.) and provides them an overview of available information sources, in particular the IARC Intranet and online 'Secretary Space';- Prepares briefing materials and coordinates the organization of periodic meetings, briefings and refresher sessions for administrative and secretarial support staff, on own initiative and as required;- Actively contributes and helps to manage the 'Secretary Space', in close collaboration with the Agency's secretaries/assistants, to ensure relevant content, updates when required and other useful information.- Develops potential means of proactive communication with secretaries/assistants through the SharePoint platform.3/ Support to SharePoint platform - Intranet administrative focal point:- Serves as Intranet information point for queries on non-technical aspects, including on general and administrative content, announcement tool, etc., and for access permission requests;- Assists in the management of, and maintains the general governance of the Intranet; follows up on access permission requests as appropriate, in close liaison with colleagues in ITS;- Monitors general and administrative content on the Intranet, and ensures adherence to set standards in terms of lay-out, nomenclatures and contents, in particular within announcements;- Provides support to creation of new sub-sites and pages on the Intranet, including on the How To portal, advising on appropriate structure as required;- Provides support on non-technical aspects to the development and implementation of other projects within the SharePoint platform (e.g. Team Sites);- Assists in organizing briefing sessions as and when required.4/ Focal point on travel security matters: - Serves as information point for matters related to the United Nations system-wide travel security instructions, notably in relation to the security clearance system (TRIP) and the on-line courses Basic Security in the Field and Advanced Security in the Field (BSITF and ASITF);- Keeps abreast of changes to UN travel security guidelines and drafts IARC communications on any procedural changes;- Briefs new secretaries on travel security matters and instructions, in particular on security clearance requirements and the use of TRIP, and organizes regular refresher briefings;- Develops and implements ways to ensure adherence to instructions and timely and adequate use of the system, keeping in close contact with secretaries;- Maintains the list of staff who have completed the Basic & Advanced Security in the Field courses, and follows up to ensure mandatory course participation as per requirements;5/ Other duties:- Acts as attendance clerk for SSR Group Heads and their respective secretaries/assistants, and for all Section secretaries;- Provides administrative support to DAF/Assistant (Documents) for Governing and Scientific Council meetings as well as Section Reviews as required;- Actively supports and participates in new SSR initiatives e.g. e-Registry;- Performs other duties on ad hoc basis as required or instructed. REQUIRED QUALIFICATIONS Education:Completion of secondary school education or equivalent, in secretarial/administrative training, recognized by a diploma (BTS/DUT or equivalent). Skills: Essential:- Ability to multi-task and to take the lead in areas of responsibility;- Organizational skills and creativity;- Ability to tactfully interact with a wide variety of people of various backgrounds, cultures, positions;- Discreet, able to keep sensitive information confidential;- Comfortable with IT tools (Pack Office including Excel, PowerPoint, etc.); - At ease with change management initiatives.Knowledge of SharePoint would be an asset. Experience: At least five years' experience in similar secretarial and/or administrative positions in an international and multicultural environment. One to two years' experience in a UN-type Agency to gain a sound knowledge of rules, practices and procedures would be an asset as would work experience in a team dedicated to administrative, legal and/or financial management services. Languages: Excellent Knowledge of French or English with very good working knowledge of the other language. Additional Information: This recruitment is restricted to candidates residing up to a maximum of 50 kms from Lyons.Annual salary: Euro 39 046, net of tax.This vacancy is open to applicants of either sex.WHO/IARC is committed to workforce diversity.WHO/IARC has its own Staff Health Insurance and Pension plans and is not part of the French HealthInsurance ("Sécurité Sociale"), the French Pension system or the French unemployment benefit agency("Assedic").Any appointment/extension is subject to WHO Staff Regulations, Staff Rules and WHO Manual.Only candidates under serious consideration will be contacted for test and interview. This vacancy notice may be used to fill other similar positions at the same grade level. Online applications are strongly encouraged to enable WHO to store your profile in a permanent database. Please visit WHO's e-Recruitment website at: www.who.int/employment. The system provides instructions for online application procedures. All applicants are encouraged to apply online as soon as possible after the vacancy has been posted and well before the deadline stated in the vacancy announcement. WHO is committed to workforce diversity. Any appointment/extension of appointment is subject to WHO Staff Regulations, Staff Rules and Manual. Only candidates under serious consideration will be contacted. Currently accepting applications
Before applying, please make sure that you have read the requirements for the position and that you qualify.
Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.
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  • Organization: WHO - World Health Organization
  • Location: Lyon | Paris
  • Grade: GS-5, General Service
  • Occupational Groups:
    • Management, Administration and Finance
    • Administrative support
  • Closing Date: 2015-11-02

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