Assistant to Team - Lyon, France - World Health Organization

World Health Organization

Entreprise vérifiée

Lyon, France

il y a 1 semaine

Posté par:

Sophie Dupont

beBee Recruiter

Description

Grade:
G5

Contractual Arrangement:
Fixed-term appointment

Contract Duration (Years, Months, Days): 1 year

Job Posting:
Aug 29, 2023, 9:54:42 AM

Closing Date:
Sep 19, 2023, 4:59:00 PM

Primary Location:
France-Lyon

Organization:
HQ/ACD WHO Academy

Schedule:
Full-time

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:

GENERAL:

Receive visitors and telephone calls with tact and discretion and acts according to the nature and urgency of each, including redirecting as appropriate.
Provide background information for appointments with official visitors and/or staff members.
Monitor requests for goods and services, including receipt, payment and inventory requirements.

CORRESPONDENCE:

Draft general or administrative correspondence on own initiative or on the basis of instructions; finalize correspondence/reports for signature/clearance.
Verify that outgoing correspondence is presented in accordance with WHO and department styles and checking language, grammar and accuracy prior to submitting for signature and clearance.
Analyze incoming correspondence and requests in the light of background material, instructions, policies and precedents, researching, obtaining and attaching background information in anticipation of the responsible officer's needs, or redirecting them as appropriate; identify and highlight incoming documents and attach background information and identify areas requiring action by professional staff, drawing their attention to specific items.
Ensure that technical reports and documents are in line with WHO standards, rules, practices and procedures, editing and correcting them as necessary prior to their submission for signature or clearance of relevant authority.
Using appropriate tracking tools, followup on and ensure that target dates and deadlines are met, and that correspondence and queries are responded to in a timely manner.

HUMAN RESOURCES:

Ensure the timely appointment/renewal of contracts, initiating requests for temporary and fixedterm staff in the HR Action Plan.

PROCUREMENT:

Initiate, through Oracle/GSM procurement module, contracts for consultants, Agreements for Performance of Work (APW), and other contract modalities.
Monitor and record receipt of deliverables and initiate and monitor payments as needed. Initiate, through Oracle/GSM procurement module, requisitions for goods procurement, and monitor and receipt of deliverables.

BUDGET & FINANCE:

Assists in the monitoring and progress review of projects and tasks in the GSM/Oracle workplan.
Provides team members with timely information on project and task budget ceilings, award budgets, expenditure, and funds available, as required.
Monitors income and expenditures for planning purposes.
Promptly followsup on financial, budgetary and any outstanding issues concerning the team/department, including ensuring timely processing of committal documents.
Assists in the preparation of financial and technical progress reports to donors.

INFORMATION MANAGEMENT:

In close collaboration with other support staff, create and/or maintain filing systems; continual review of filing system to ensure information is up to date and effectively and efficiently used.
Obtain documents and information from inhouse and external sources as required; perform information searches (library, internet) as requeste