Assistant (Documents) at WHO, Lyon, France

Deadline: 12 February 2023

World Health Organization (WHO) is currently seeking applications from the eligible applicants for the post of Assistant (Documents) in Lyon, France. The duration of this post is 1 year.

The primary role of WHO is to direct and coordinate international health within the United Nations system.

Key Job Responsibilities

The Assistant (Documents) will perform the following functions:

• Governing Council  (GC) and  Scientific Council  (SC)
  • Prepares all  correspondence regarding GC and SC  matters  in  general;
  • Drafts  agendas  (GC and  SC) and  resolutions  (GC);
  • Provides a  draft template of the SC  Report;
  • Checks  draft  documents  for  established  format,  style  and  completeness  before finalization;  uploads  them on a dedicated digital site and informs in-house and external participants of their availability;
  • Manages  Session  preparation  through  Progress  Review Meetings;
  • Organizes travel  and  accommodation  arrangements for all  participants;
  • Attends GC and  SC and  provides proactive support;
  • Ensures  the  necessary follow-up  of GC  decisions/resolutions  and  SC  decisions/recommendations  with  the relevant Secretariat staff.
  • Arrange teleconferences  between the  Director and the Chairs  and Vice-Chairs  of the SC and  GC.
  • Prepares  draft  agenda  (approximately  every  two  months)  and  provides  a  summary  for  dispatch  to  all participants  and for official  record.
• Peer-Review Meetings  (Review Panels)
  • Organizes  a  teleconference  between  the  SC  Chair,  the  Review  Panel  Chair  (a  selected  SC  member)  and the Director for the selection  of external  experts;
  • Organizes travel  and accommodation  arrangements for all  participants;
  • Provides  templates  to  the  branch(es)  under review and  checks  documents  for established  format,  style and completeness before finalization;
  • Uploads documents on  a  password-protected  space on a dedicated digital site;
  • Manages  meeting  preparation, attends Review Panel  meeting and provides support when  required;

Eligibility Criteria

Applicants must have:

• Graduation from a secondary school or equivalent.
• Training in secretarial work and/or general administration with possession of a diploma (BTS or equivalent);
• Specialized training, acquired by practical application of the Organization methods, in records and documents administration.
• University degree in management, general administration, library and documents management or relevant field.
• At least 8 years’ progressively responsible experience in general administration
• Minimum 3 years’ experience in IARC/WHO.
• UN experience or experience in a multicultural work environment.
• Prior experience in managing sensitive and high volume of documents.
• Excellent knowledge of either English or French language with working proficiency of the other.

How to Apply

Applicants must submit their applications through online process.

For more information, visit WHO.