The International Agency for Research on Cancer (IARC), is the cancer agency of the World Health Organization (WHO) and is based in Lyon, France.
The role of the Services to Science and Research branch (SSR) is to support the achievement of IARC’s scientific objectives through efficient and effective management of the Agency’s resources and provision of administrative services, ensuring accountable risk mitigation and implementing strategies to strengthen capacities and maximize IARC’s impact.
The purpose of the position is to have smooth running of Scientific and Governing Councils (SC and GC) meetings with excellent standards of agenda setting, documentation and related correspondence preparation, retention and distribution of official documents as well as through high quality support to constituency processes.
The incumbent will assist in the final preparation, retention, distribution of official documents and related correspondence for the Agency in general and for the Governing and Scientific Councils, and ensuring their availability, and attending both Councils to provide necessary related help. S/he will also provide assistance to the Director's office.
DESCRIPTION OF DUTIES
Governing Council (GC) and Scientific Council (SC)
Prepares all correspondence regarding GC and SC matters in general;
Drafts agendas (GC and SC) and resolutions (GC);
Provides a draft template of the SC Report;
Checks draft documents for established format, style and completeness before finalization; uploads them on a dedicated digital site and informs in-house and external participants of their availability;
Manages Session preparation through Progress Review Meetings;
Organizes travel and accommodation arrangements for all participants;
Attends GC and SC and provides proactive support;
Ensures the necessary follow-up of GC decisions/resolutions and SC decisions/recommendations with the relevant Secretariat staff.
Arrange teleconferences between the Director and the Chairs and Vice-Chairs of the SC and GC.
Prepares draft agenda (approximately every two months) and provides a summary for dispatch to all participants and for official record.
Peer-Review Meetings (Review Panels)
Organizes a teleconference between the SC Chair, the Review Panel Chair (a selected SC member) and the Director for the selection of external experts;
Organizes travel and accommodation arrangements for all participants;
Provides templates to the branch(es) under review and checks documents for established format, style and completeness before finalization;
Uploads documents on a password-protected space on a dedicated digital site;
Manages meeting preparation, attends Review Panel meeting and provides support when required;
Finalizes "Consensus Statement" to be presented/approved by the SC.
Act as a focal point for contact details of SC members, GC Representatives and IARC Participating States as well as for general enquiries from SC and GC; Keeps distribution lists updated (SC members and GC Representatives).
Act as a focal point for general administrative matters relating to:
Status of collection of contributions: prepares all communications regarding quaterly status to Participating States as well as thank you letters on receipt of contributions;
IARC Statute: incorporates revisions when amendments have been approved by the GC and by the World Health Assembly.
IARC Handbook of Resolutions: manages the structure, adding new sections as and when required for new GC resolutions to obtain a user friendly guide with easily retrievable information either from the printed or the electronic version.
EQUIRED QUALIFICATIONS
EDUCATION
Essential:
Graduation from a secondary school or equivalent.
Training in secretarial work and/or general administration with possession of a diploma (BTS or equivalent);
Specialized training, acquired by practical application of the Organization methods, in records and documents administration.
Desirable: University degree in management, general administration, library and documents management or relevant field.
PROFESSIONAL EXPERIENCE
Essential: At least eight years' progressively responsible experience in general administration.
Desirable:
Minimum of three years’ experience in IARC/WHO.
UN experience or experience in a multicultural work environment.
Prior experience in managing sensitive and high volume of documents.
USE OF LANGUAGE SKILLS
Excellent knowledge of either English or French language with working proficiency of the other.
SKILLS
Essential:
Very good knowledge of WHO/IARC rules and procedures with proven ability to understand, monitor and ensure timeliness of activities related to documents final production.
Good knowledge of the regulations and procedures relating to other general administrative matters contained in the WHO Manual and IARC Handbook and WHO Style Guide.
Ability to perform editorial work of non-technical nature in both languages, English and French.
Desirable:
Knowledge of data organization, dissemination and protection.
A genuine interest in science and in preserving records for posterity.
An understanding of scientific and research skills in order to help beneficiaries access materials.
The ability to skim and understand an extensive and varied range of material/information.
High level of attention to detail and accuracy.
Flexibility to anticipate and respond to changing needs and agendas.
