SECRETARY - LOCAL RECRUITMENT (IARC/13/FT222)

28 September 2016
 
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Vacancy Notice No: IARC/13/FT222
 
Title: Secretary - LOCAL RECRUITMENT
 
Grade: G4
 
Contract type: Fixed-term Appointment
 
Duration of contract:  2 years. Any extension subject to identification of funds.
 
Date: 30 May 2013
 
Application Deadline: 20 June 2013 Vacancy Filled
 
Duty Station:  Lyons, France
 
Organization unit: IARC (IARC)
Office of the Director (DIR) / Laboratory Services and Biobank Group (LSB)
 
OBJECTIVES OF THE PROGRAMME :
The IARC Biobank (IBB) is one of the largest, most varied and richest International collections of samples in the world.

The Biobank is publicly funded, (approximately 60% of its budget is provided by IARC Participating States through the regular budget and the remainder is from research grants) and hosts over 50 different studies, led or coordinated by IARC scientists.

The IBB contains 5 million biological samples from 1.5 million individuals. 4 million of the samples are from the EPIC study (over 370,000 individuals) and close to one million samples from other collections (over 1 million individuals).

A major role of IARC is to promote scientific cooperation. It is hoped that the ongoing cataloging of bio-specimens and studies within the IBB will stimulate new opportunities for collaboration between the Agency and scientists internationally.
Description of duties:
Assigned to the Laboratory Services and Biobank Group in the Office of the Director (DIR/LSB), the incumbent provides general administrative support to the Group Head and other staff members in the Group.

The duties and responsibilities include, inter alia:

1. Receive, screen and distribute incoming correspondence, attaching background correspondence, information or related file as necessary and forwarding to the Head, drawing her/his attention to specific issues/problems as necessary;

2. Using the T-MAS system, prepare travel authorizations, checking timetables/costs with the travel agent, making flight/hotel reservations, dealing with other related matters as requested or on own initiative;

3. Monitor deadlines, reminding Group Head of such and ensuring that correspondence and queries are responded to in a timely manner;

4. Draft replies to general/administrative correspondence not requiring technical knowledge on the basis of instructions or on own initiative, and finalizing such;

5. Type, edit for language and grammar, correct and format in accordance to IARC presentation and style, technical reports and documents, tabular materials, and assist with the preparation of grant applications, publications and handbooks;

6. Obtain documents and information from programs and agencies/institutions, including developing and maintaining databases and/or computerized reference lists on topics of LSB interest, providing relevant articles such as reprints through various sources including the Agency Library; to perform library searches or search the Internet as assigned;

7. Screen and receive visitors and telephone calls with tact, discretion, making appointments, answering queries and/or redirecting visitors and callers with diplomacy and courtesy, or obtaining background information on the purpose of appointments;

8. Serve as Secretariat of the LSB Group, including writing minutes of regular Group meetings, and Biobank Steering Committee;

9. Assist in the organization of meetings, working groups, workshops, etc., organize TAs, letters of invitation, photocopying and preparing briefing files, presentations and slides; and prepare necessary documents for IARC security to ensure that identification badges are ready in a timely manner, reserving meeting rooms, dealing with hotel reservations. During meetings, to provide secretarial support and assistance to participants, typing and/or amending reports and documents;

10. Monitor administrative documents including CRAs, PMDS, leave records and staff contracts on extra-budgetary funds;

11. Organize, maintain and monitor job requests received for biobank services from users within and outside IARC; provide relevant information to LSB Head and to staff members responsible for conducting retrieval, DNA extraction and shipments;

12. Provide biobank service information, including costs and Financial Agreement form for completion by clients and prepare memo to budget assistants for the recovery of biobank fees through invoicing;

13. Manage the Material Transfer database; provide MTA codes to scientists receiving/sending IARC biological samples; archive copies of fully executed MTAs and related documents

14. Perform other related work, as assigned by supervisor.
REQUIRED QUALIFICATIONS
Education:
Graduation from secondary school or equivalent, complemented by specialized secretarial and administrative training, with a recognized diploma (BTS or equivalent); training/fluency in the use of modern office technologies.
Skills:
Good knowledge of or ability to quickly acquire knowledge of WHO/IARC rules and regulations, procedures and practices as related to general administration matters (e.g. WHO Manual and IARC Handbook). Ability to type in English and French, to draft routine correspondence and to perform simple editorial work (language, grammar and consistency) of a non-technical nature. Good organizational skills. Ability to work as a member of a team in a multicultural environment. Knowledge of commonly used word processing and related software packages; familiarity with library/Internet searches. Skills in using Reference Manager or Endnote databases is desirable.
Experience:
At least four years' secretarial experience with, preferably, two years of progressively responsible secretarial work in the Agency or comparable institutions; experience in the organization of meetings essential.
Languages:
Excellent knowledge of English or French with a good working knowledge of the other language; knowledge of another WHO official language (Chinese, Russian, Spanish, Arabic) would be an asset.
Additional Information:
RECRUITMENT RESTRICTED TO LOCAL COMMUTING AREA UP TO A MAXIMUM OF 50 KMS AROUND LYONS.

Please note that the mentioned salary is indicative and subject to modification.
This vacancy is open to applicants of either sex.
WHO/IARC has its own Staff Health Insurance and Pension plans and is not part of the French Health Insurance ("SÚcuritÚ Sociale"), the French Pension system or the French unemployment benefit agency ("Assedic").
Annual salary: (Net of tax)
34,861 euros at single rate
34,861 euros with primary dependants

This vacancy notice may be used to fill other similar positions at the same grade level.

Online applications are strongly encouraged to enable WHO to store your profile in a permanent database. Please visit WHO's e-Recruitment website at: www.who.int/employment. The system provides instructions for online application procedures.
All applicants are encouraged to apply online as soon as possible after the vacancy has been posted and well before the deadline stated in the vacancy announcement.

WHO is committed to workforce diversity.
Any appointment/extension of appointment is subject to WHO Staff Regulations, Staff Rules and Manual. Only candidates under serious consideration will be contacted.

Vacancy Filled

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