Assistant to Team

**Grade**: G5

**Contractual Arrangement**: Fixed-term appointment

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

**Job Posting**: Dec 5, 2024, 7:49:47 AM

**Closing Date**: Jan 5, 2025, 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') 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**:
**GENERAL**:

- Receive visitors and answer telephone calls with tact and discretion, and act 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 instruction; finalize correspondence/reports for signature/clearance. Verify outgoing correspondence is presented in accordance with WHO and Academy style, and check 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, edit and correct them as necessary prior to their submission for signature or clearance of relevant authority.
- Using appropriate tracking tools, follow-up 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 fixed-term 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**:

- Assist in the monitoring and progress review of projects and tasks in the GSM/Oracle work plan.
- Provide team members with timely information on project and task budget ceilings, award budgets, expenditure, and funds available, as required.
- Monitor income and expenditure for planning purposes.
- Promptly follow-up 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 in-house and external sources as required; perform information searches (library, internet) as requested.

**MEETING ADMINISTRATION**:

- Arrange, coordinate and lead administrative preparation for meetings, seminars, workshops, including