Head of the Event Coordination Unit (ECU) – WOAH HQ Paris, France

Context
The World Organisation for Animal Health (WOAH – founded as OIE) is a leading intergovernmental organisation representing 183 Members worldwide. Through its activities, WOAH makes a decisive contribution to improving animal health, protecting animal welfare and strengthening Veterinary Services. The Organisation provides transparent information on world’s animal health situation, and promotes international standards, particularly in terms of the safety of trade in live animals and animal products. More information can be found on WOAH’s website.
Joining WOAH means taking part in the development of one of the leading international organisations, recognised and associated with other multilateral institutions, in the field of worldwide health. It means helping to build a global approach to health, combining animal and human health in a “One Health” approach. It means joining teams motivated by the impact of their actions, the sense of their collective commitment and their recognised professionalism in their respective fields of expertise.
WOAH’s headquarters are based in Paris. The Organisation is present on every continent through 13 Regional or Sub-regional Representations. WOAH has 250 staff members, two-thirds of whom are based at headquarters. This position is located in Paris.

Positioning and reporting
Under the authority of the Director General and the supervision of the Deputy Director General (Institutional Affairs and Regional Activities), and in close coordination with the Heads of other Departments/Units and Representations as relevant.
Job purpose
The Head of the Events Coordination Unit manages a team of 5 staff which contributes to the implementation and smooth delivery of WOAH institutional and technical events at regional and global level, by coordinating, in compliance with WOAH procedures, the planning, organisation, running and follow-up of events. He/She is also in charge providing safe, cost-effective and convenient travel policy and arrangements for participants attending events organized by WOAH.
We are searching for manager with a “can-do” attitude to assist and enhance the organisation’s image, along with best standards in international organisations. The Unit will be tasked with researching and securing venues, planning and managing our events’ calendar, proposing technical specifications and call for tenders, negotiating quotes and agreements with vendors, monitoring contracts, timeframes and budgets, networking, and delivering on event brief objectives.
Missions and activities
Provide strategic inputs regarding the planning and holding of WOAH activities and events
• Provide support to the design and implementation of strategic initiatives and define the Unit’s roadmap in alignment with organisational goals
• Participate in management meetings (CODIR)
• Report to the General Directorate on the implementation of activities
• Manage relationships and coordinate/interact with a range of stakeholders, including colleagues, resources partners, Members, other organisations and external parties such as service providers

Provide leadership and management of the Events Coordination Unit team
• Translate strategic goals into team objectives and monitor collective performance
• Foster a positive and productive work environment through the provision of constructive feedback
• Motivate and communicate for the team to convey information continually up, down, and around the Organisation
• Organise and oversee tasks to ensure delivery of the team’s missions
• Participate in the recruitment process of staff members as well as staff competency development and annual performance appraisal
• Manage, improve and, where necessary, identify and formalise the different procedures of the Unit.

Participate in and ensure the management and delivery of the team’s missions
• Promote, plan, coordinate and follow up of the implementation of institutional and technical WOAH events, in collaboration with other relevant WOAH Departments / Units, and WOAH Regional / Sub-regional Representations;
o Organisation of WOAH events (General Session, global conferences, regional and sub-reginal conferences, webinars, and workshops), including optimization of costs and selection of providers;;
o Collaborate with international, regional and sub-regional organisations in the organization of global, regional and sub-regional conferences, seminars, workshops and meetings and coordinate the production of proceedings;
o Coordinate the provision of logistic travel assistance to participants attending technical and institutional WOAH events and missions;
o Negotiating quotes and agreements with vendors,
o Monitoring timeframes and budgets

• Represent WOAH in national, regional and international conferences, seminars, workshops and meetings;
o Networking with peers internally and externally
o Explore options through which WOAH may engage with external providers to enhance conference and events management at WOAH, engaging with specialists/experts in the field to inform and provide training to the team and enable the development of WOAH’s conference and events management services.

• Carry out other related activities as assigned by the Director General and the Deputy Director General (Institutional Affairs and Regional Actions) when necessary, within the incumbent area of competence.

Qualifications and Experience
Required qualifications
• Advanced University degree (Master’s degree or equivalent) in the field of events management, international relations, business administration, hospitality, marketing, or related fields;
• Minimum of ten (10) years of relevant professional experience in the field of events management, of which preferably five (5) years acquired at the international level, either directly or through externalization to specialized agencies, or other international organization;
• Good knowledge of the International Organisations’ governance and missions could be an asset;
• At least 5-year experience at management position.

Expected Skills
Technical skills
• Excellent command of English and one or two others WOAH official language (Spanish or French), both written and spoken;
• Brainstorming and implementing event plans and concepts;
• Handling budgeting and invoicing;
• Liaising and negotiating with vendors;
• Handling logistics;
• Knowledge of IT tools, including the use of Microsoft Office software/applications.
Interpersonal skills
• Excellent leadership skills and the capacity to motivate and develop team members;
• Excellent communication and interpersonal skills and ability to maintain effective partnerships and working relations in a multicultural environment with sensitivity and respect for diversity;
• Demonstrated initiative, including ability to think strategically and achieve results;
• Strong organizational skills with ability to establish plans and priorities and effectively coordinate them and ensure the follow-up;
• Demonstrated client-oriented approach with ability to develop/improve procedures to facilitate clients’ access to services;
• Ability to work under pressure and to deadlines and effectively manage large-scale events;
• Attention to detail and capacity for global overview;
• Strong confidentiality awareness.

Working conditions
• Salary: commensurate with qualifications and experience.
• Type of contract: WOAH Staff – Fixed-term contract;
• Duration: Two (2) years renewable;
• Location: WOAH Headquarters 12 rue de Prony 75017 Paris, France.
• The post is a full-time position based at the WOAH Headquarters in Paris and requires long hours in a seated position at a computer. It can entail missions abroad.

General information
The WOAH places high value on a multicultural and positive work environment.
The WOAH is an equal opportunity employer and welcomes applications of all qualified candidates, irrespective of their ethnic origin, gender, opinions, or beliefs.
If you are interested in the position, please complete your application online at the latest by November 15th, 2024.
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