Meetings Assistant

**Grade**: G5

**Contractual Arrangement**: Fixed-term appointment

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

**Job Posting**: Dec 20, 2024, 5:09:05 AM

**Closing Date**: Jan 13, 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**:
The Meetings Assistant in the WHO Academy plays a key role in supporting the planning, coordination, and delivery of meetings, workshops, learning and training sessions hosted by the Academy. The purpose of this position is to ensure that all event logistics are handled efficiently, contributing to a seamless experience for participants, facilitators, and stakeholders. Within the delegated authority, the incumbent is assigned all or part of the following responsibilities:

- **Meetings and event planning and coordination**:

- Assist with the end-to-end planning of meetings, training sessions, and events, coordinating with internal teams and external vendors.
- Arrange venue bookings, setup and audiovisual requirements to meet WHO standards. Support logistics for on-site events, including venue setup, catering, technology, and support services.
- Coordinate event schedules, prepare agendas, and develop event materials, such as participant lists, name badges, programs and information circulars for each event.
- Serve as the main point of contact for participants and facilitators, providing invitation letters, travel and visa arrangements, accommodation, and logístical details.
- Coordinate with facilitators to assist with presentations, technical needs, and material distribution.
- Manage event setup and logistics including but not limited to registration of participants, meeting/breakout room set up, documentation, catering etcCollection of feedback from participants for post-event evaluation of logistics and meeting facilities.
- **Administration**:

- In collaboration with Administrative Services Officer and Event Manager maintain the event calendar, update timelines, and compile budgets for invoicing Track event-related expenses, process invoices, and maintain financial documentation as per WHO guidelines.
- **Travel**:

- Prepare travel arrangements for participants to the events organized by the Academy, facilitators, or other personnel including flight booking, accommodation, visa support, and other logístical arrangements as required.
- Procurement: Initiate contracts for consultants, Agreements for Performance of Work (APWs), and other contract types, using the WHO procurement system.
- Monitor deliverables and payments, and initiate requisitions for goods procurement, tracking receipt of goods.
- Other duties: Replace other support staff as required.
- Perform other related duties, providing support to other areas and teams as needed.

**REQUIRED QUALIFICATIONS**:
**Education**:
**Essential**: Completion of secondary school education or equivalent.
**Desirable**: Higher degree in business administration

**Experience**:
**Essential**: At least 5 years of relevant working experience in meeting/event organization and other related administrative support functions
**Desirable**: Relevant experience in WHO or another UN agency an asset. Experience in ERP systems an asset

**Skills**:
Sound organization and wide range of office skills. Sound knowledge and skills using a variety of office and computer packages. The ability to multitask and work independently when required

**WHO Competencies**:
Teamwork
Respecting and promoting