Assistant (Protocol Services) chez World Health Organization

Grade: G5

Contractual Arrangement: Fixed-term appointment

Contract Duration (Years, Months, Days): 2 years

Closing Date: Nov 8, 2024, 11:59:00 PM

Primary Location: Lyon, France

Organization: HQ/ACD WHO Academy

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 hybrid learning, 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:

• 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 by supervisors.

REQUIRED QUALIFICATIONS

Education

• Essential: Completion of secondary school 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.

Use of language skills

• Essential: Expert knowledge of English and French.

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
• Producing results
• Knowing and managing yourself

For more details on the requirements, remuneration and additional information, please visit:

Job Description – Assistant (Protocol Services) (2407185)