Project Assistant

This is a local roster for a Project Assistant role at LY4 level. Successful candidates may be offered multiple contractual modalities.

PURPOSE OF POSITION

The International Agency for Research on Cancer (IARC) is the specialized cancer agency of the World Health Organization. The objective of the IARC is to promote international collaboration in cancer research.

As part of the administrative support personnel in IARC branches, the position provides a wide range of general administrative and project management-related assistance in the implementation of projects and related activities towards the delivery of IARC scientific work and mandate.

DESCRIPTION OF DUTIES

Under the supervision of the first level supervisor, and overall guidance of the second level supervisor, the incumbent will perform the below tasks:

General office management assistance (45%)

1. Manage incoming/outgoing communication (information requests, phone calls, correspondence, and documents flow).
2. Organize/support internal meetings (documentation, notes as needed, etc.) and manage schedules related to the project/s activities.
3. Contribute to diverse internal corporate work (Committees and related) as required.
4. Manage information/data (information research, documents repositories, updating).
5. Submit documents for clearance using workflows
6. Proofread studies guidelines and protocols as may be required.
7. When required, support the production of scientific articles/websites (text/content checks, databases input, literature searches, etc.).

Specific projects management assistance (55%)

1. *Project (both grant and not grant funded) administration:*Administrative assistance in project planning/implementation including all legal/administrative instruments (grant applications, Collaborative Research Agreements, Data Transfer Agreements, Methods of Procedures, Material Transfer Agreements, etc.).
2. Budget oversight: Assist with the project’s budgets preparation, implementation, review relevant information and/collate reports by collaborators for presenting to the funder serve as a coordination point vs. both SSR and partners/collaborators.
3. Human resources: Oversee project workforce recruitment/procurement (consultants, ECVC, APW) in collaboration with other administrative colleagues in the Team/branch, and provide post-onboarding assistance/guidance.
4. Project management: Assist the project manager/P1 with aspects of the project work planning, monitoring, review, reporting, and evaluation including regular communication with stakeholders/partners as required.
5. Events coordination and management: Provide an administrative overview and targeted logistic assistance in the context of training sessions, study visits, and meetings (preparation, documentation, travel, etc.), within/outside the duty station.

Some unforeseen tasks not fully captured by the above categories but related to them in terms of scope of work may be temporarily assigned to the incumbent by the supervisor/s (ie. related to the absence of other Project Assistants in the Branch/Team).

WHO COMPETENCIES

• Teamwork
• Respecting & promoting individual and cultural differences
• Communication
• Producing results.
• Knowing and managing yourself.

SKILLS

Essential:

• Demonstrated organizational skills and ability to deliver results within assigned timelines.
• Strong interpersonal communication and drafting skills.
• Demonstrated proficiency in the use of standard Microsoft Office applications, including PowerPoint.
• Capacity and willingness to maintain effective work dialogue in a multicultural environment/team with sensitivity and respect for diversity and to establish effective working relationships at all levels.
• Demonstrated capacity to work proactively and effectively as a member of a team.
• Ability to work in a fast-paced environment while keeping the focus on work quality.
• Ability to maintain a professional and collegial working environment, with a focus on well/being of self and others.

Desirable: NA

REQUIRED QUALIFICATIONS

EDUCATION

Essential: Completion of secondary school or equivalent in secretarial/administrative fields complemented by a diploma (DUT, BTS or equivalent).

Desirable: A university degree in a relevant field.

PROFESSIONAL EXPERIENCE

Essential: At least 3 years progressive administrative office work experience in an international environment institution, preferably in support of programs/projects.

Desirable: Experience working in intergovernmental organizations, the United Nations common system or similar organizations, and/or experience working in a research environment.

USE OF LANGUAGE SKILLS

Excellent knowledge of English and/or French and working knowledge of the other language.

OTHER CONSIDERATIONS (e.g. Physical Workplace Condition, if other than normal office environment; IT Skills; etc.):

• Excellent knowledge of Microsoft 365 package

REMUNERATION

The fixed monthly remuneration for the above position currently amounts to EUR 3,396, amount is expressed net of income tax but before deduction of the employee share contributions for mandatory participation in the United Nations Joint Staff Pension Fund (UNJSPF) and in the Organization’s private insurance plans covering health, accident, illness, and disability.

Other benefits include different types of leave and allowances for dependent family members.

Employment status is that of an international civil servant.

Note: due to the legal status of WHO/IARC as an international organization, its staff do not contribute to and do not generate benefits in French mandatory schemes for health insurance (“assurance maladie”), pension (“assurance vieillesse/retraite or unemployment (“Pôle-Emploi”) throughout their period of employment with the Agency.

ADDITIONAL INFORMATION

• This vacancy notice may be used to fill other similar positions at the same grade level or lower.
• This post is subject to local recruitment and will ideally be filled by persons residing within the local commuting area of the duty station.
• Only candidates under serious consideration will be contacted.
• A written test and/or presentation/seminar may be used as a form of screening.
• If 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. IARC/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 noting that first year of fixed term contracts is a probationary period which may be extended subject to performance evaluation.
• For information on IARC’s operations please visit: https://www.iarc.who.int, and for more general information on WHO's operations please visit: http://www.who.int.
• IARC/WHO is committed to creating a diverse and inclusive environment of mutual respect. The IARC/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.
• IARC/WHO is committed to achieving gender parity and geographical diversity in its staff. Women, persons with disabilities, and nationals of unrepresented and underrepresented Participating States https://www.iarc.who.int/equity-diversity-and-inclusion-at-iarc are strongly encouraged to apply for IARC/WHO jobs. 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. IARC/WHO prides itself on a workforce that adheres to the highest ethical and professional standards and that is committed to put the IARC/WHO Values Charter https://www.iarc.who.int/about-iarc-who-ethics into practice.
• IARC/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 IARC/WHO workforce have a role to play in promoting a safe and respectful workplace and should report to IARC/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, IARC/WHO will conduct a background verification of final candidates.
• IARC/WHO has a smoke-free environment and does not recruit smokers or users of any form of tobacco.
• IARC/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 fully express and develop their talents.

The statutory retirement age for staff appointments is 65. For external applicants, only those who are expected to complete the term of appointment will normally be considered.