Assistant (Protocol Services)

OBJECTIVES OF THE PROGRAMME

The World Health Organization’s Academy (‘The Academy’) is a new state-of-the-art learning institution that aims to revolutionize lifelong learning for health impact and reach million learners around the world. Based in Lyon, France, the Academy Campus will offer a wide range of learning modalities (on-line, face-to-face and blended); digital, in-person learning via the hub in Lyon or through the campus network, as well as portable learning laboratories designed for contexts where participants cannot travel or access the digital learning platform. 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 hybridlearning, including leaders, practitioners, catalysts and lay people. The WHO Academy will deliver advanced digital and in-person learning to health policy practitioners, health workers and WHO workforce. The Academy campus will be officially launched in Autumn 2024 as a global initiative combining 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

As part of the Administrative Services team, the incumbent provides advice and services in the area of protocol services, privileges, immunities for personnel, visitors and trainees of the WHO Academy Campus.The incumbent will carry out the following duties:

• Prepare letters and facilitate visa applications of international personnel and/or their recognized dependent family members, liaise with French Ministry of Europe and Foreign Affairs (MEFA) and French embassies/consulates as necessary, to ensure timely issuance of visas for international personnel and families relocating to France, as well as for visitors and trainees of the WHO Academy campus.

• Prepare documents, “notes verbales” and facilitate applications for issuance/renewal of diplomatic IDs/residence permit cards “titres de sejour speciaux” for WHO personnel and their recognized dependent family members.

• Maintain filing systems and ensures updated information; keep records of visas/MEFA ID cards and alert staff in time for renewal of ID/residence permit cards.

• Ensure files are consistently updated to accurately report staff movements to the MEFA upon request.

• Generate periodic reports on status/progress of cases.

• Update staff information database for timely submission of report on the WHO Academy Campus personnel and dependent family members, to UN and/or authorities as instructed by supervisor.

• In close coordination with HR team, provide dedicated welcome orientation, advising new personnel in Lyon on issues related to privileges and immunities, i.e. importing/exporting personal effects household goods, status of MEFA ID card, residence matters, rental leases, VAT exemption, as needed.

• Provide support upon separation to ensure a smooth process.• Provide briefing and/or answer queries on relevant entitlement and procedures.

• Assist supervisor in liaising with MEFA and/or other government agencies on relevant matters concerning diplomatic privileges and immunities in France.

• Prepare documents and assist on matters pertaining to registration of official vehicles and personally owned motor vehicles by international staff, renewal of driver’s licenses, etc.

• Prepare documents and assist with customs clearance of official imports/exports of the WHO Academy Campus, as well as household items of international staff moving to or from Lyon.

• Advise staff on procedure for submission of UN Laissez Passer/UN certificate and manage the dispatch and receipt of UN Pouch.

• Organise and manage mail services.

• Provide backup support within the unit and perform related duties as required or assigned bysupervisors.

REQUIRED QUALIFICATIONS

Education

Essential: Completion of secondary school education.
Desirable: Relevant higher education.

Experience

Essential: At least five years’ work experience in administrative support services. Experience working with governmental practices and policies in France on matters of protocol, privileges, immunities, etc.
Desirable: Experience in UN system or an International Organization.

Skills

• Computer literacy, including good knowledge of Word and Excel.
• Very good skills in managing and processing data. Proficient in MS Office, SharePoint, etc.Ability to effectively liaise with governmental agencies and organizations with tact and discretion.
• Proactive, service-oriented, client-focused and demonstrating resourcefulness.
• Sound judgment, integrity and tact when dealing with others. Ability to meet work deadlines in a timely manner and to work independently in a team environment.
• Ability to communicate effectively with staff at all levels, adapt to diverse educational and cultural backgrounds and maintain a high standard of personal conduct.
• Emotional intelligence.
• Ability to identify and manage one’s own emotions, as well as helping others to do the same.

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 French. Expert knowledge of English.
Desirable:

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 45,202 (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.

• 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 Manual.

• 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 staff. 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 reasonableaccommodation@who.int

• 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 final candidates.

• WHO has a smoke-free environment and does not recruit smokers or users of any form of tobacco.

• For information on WHO’s operations please visit: http://www.who.int.

• 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.

• 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 shws@who.int.

• This post is subject to local recruitment and will be filled by persons recruited in the local commuting area of the duty station.

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