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 logistical 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 etc… Collection 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.
• Perform general administrative tasks, including document management, email correspondence, and data entry to support effective event management processes.
• 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 logistical 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 individual and cultural differences
Communication
Producing results
Knowing and managing yourself

Use of Language Skills

Essential: Expert knowledge of English. Expert knowledge of French.
Desirable: Intermediate knowledge of UN language.

REMUNERATION

WHO offers staff in the General Services category an attractive remuneration package, which for the above position includes an annual net base salary starting at EUR 45,202 (subject to mandatory deductions for pension contributions and health insurance, as applicable) and 30 days of annual leave.

ADDITIONAL INFORMATION

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

• Only candidates under serious consideration will be contacted.

• A written test and/or an asynchronous video assessment may be used as a form of screening.

• In the event that 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. 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.

• The WHO is committed to creating a diverse and inclusive environment of mutual respect. The 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.

• The WHO is committed to achieving gender parity and geographical diversity in its staff. Women, persons with disabilities, and nationals of unrepresented and underrepresented Member States (https://www.who.int/careers/diversity-equity-and-inclusion) are strongly encouraged to apply.

• 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 [email protected]

• An impeccable record for integrity and professional ethical standards is essential. WHO prides itself on a workforce that adheres to the highest ethical and professional standards and that is committed to put the WHO Values Charter into practice.

• 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 WHO workforce have a role to play in promoting a safe and respectful workplace and should report to 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, WHO will conduct a background verification of final candidates.

• WHO has a smoke-free environment and does not recruit smokers or users of any form of tobacco.

• For information on WHO’s operations please visit: http://www.who.int.

• 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 express and develop their talents fully.

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

• Please note that WHO’s contracts are conditional on members of the workforce confirming that they are vaccinated as required by WHO before undertaking a WHO assignment, except where a medical condition does not allow such vaccination, as certified by the WHO Staff Health and Wellbeing Services (SHW). The successful candidate will be asked to provide relevant evidence related to this condition. A copy of the updated vaccination card must be shared with WHO medical service in the medical clearance process. Please note that certain countries require proof of specific vaccinations for entry or exit. For example, official proof /certification of yellow fever vaccination is required to enter many countries. Country-specific vaccine recommendations can be found on the WHO international travel and Staff Health and Wellbeing website. For vaccination-related queries please directly contact SHW directly at [email protected].

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

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