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Assistant (Protocol Services)

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World Health Organization

7d ago

  • Job
    Full-time
    Senior Level
  • Government & Politics
    People, HR & Administration
  • Lyon
  • 14d left

AI generated summary

  • You need secondary education, 5 years admin experience, knowledge of French/English, strong IT skills, and the ability to liaise with government tactfully. Demonstrated emotional intelligence is essential.
  • You will prepare visa applications, manage diplomatic IDs, maintain records, assist new personnel with orientation, and support customs clearance and vehicle registration processes.

Requirements

  • 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.
  • Use of Language Skills
  • Essential: Expert knowledge of French. Expert knowledge of English. Desirable:

Responsibilities

  • 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.

FAQs

What is the job title for this position?

The job title is Assistant (Protocol Services).

What is the grade level of this position?

The grade level of this position is G5.

What type of contract is being offered for this role?

A fixed-term appointment is being offered for this role.

What is the duration of the contract?

The duration of the contract is 2 years.

Where is this position located?

The primary location for this position is Lyon, France.

When was the job posted?

The job was posted on September 26, 2024.

What is the closing date for applications?

The closing date for applications is October 18, 2024, at 4:59 PM.

What are the primary responsibilities of this job?

The primary responsibilities include providing advice and services in protocol services, facilitating visa applications, maintaining filing systems, coordinating with governmental agencies, and preparing documentation for WHO personnel.

What are the essential qualifications required for this role?

The essential qualification required is the completion of secondary school education.

How many years of experience are required for this position?

At least five years of work experience in administrative support services is required.

What language skills are essential for this role?

Expert knowledge of French and English is essential for this role.

What is the starting annual net base salary for this position?

The starting annual net base salary for this position is EUR 45,202.

Are there opportunities for professional development or additional training?

The job description does not specify professional development opportunities, but working in the WHO Academy typically involves ongoing learning and training in a dynamic environment.

Is this position open to international candidates?

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

What kind of work schedule is expected for this role?

The work schedule for this role is full-time.

What is WHO's stance on diversity and inclusion in hiring?

WHO is committed to creating a diverse and inclusive environment and encourages applications from women, persons with disabilities, and nationals of unrepresented and underrepresented Member States.

Are there any requirements related to vaccination for this position?

Yes, the successful candidate will be asked to confirm vaccination as required by WHO before undertaking a WHO assignment, except where a medical condition prevents such vaccination.

World Health Organization

We are the United Nations’ health agency. We are committed to achieve better health for everyone, everywhere.

Government
Industry
5001-10,000
Employees
1948
Founded Year

Mission & Purpose

The World Health Organization (WHO) is a specialised agency of the United Nations dedicated to international public health. The organisation works to promote health, keep the world safe, and serve the vulnerable by setting global health standards, providing leadership on international health matters, and coordinating responses to health emergencies. WHO's ultimate mission is to ensure that all people achieve the highest possible standard of health, addressing health inequities and strengthening health systems worldwide. Their purpose is to lead and coordinate international efforts to improve health and well-being, prevent and respond to health crises, and support sustainable health development globally.