Poste à pourvoir

Administrative Officer – Preparedness and Resilience – WOAH HQ Paris, France

Paris
ADMINISTRATIVE OFFICER
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 the Preparedness and Resilience Department  

The Preparedness and Resilience Department (PRD) is placed in the Directorate General in charge of International Standards and Science of the World Organisation for Animal Health. The Department contributes to the development of international frameworks to sustainably mitigate biological threats which may result from: natural occurrences, such as encroachment on wildlife habitats or disasters; laboratory accidents; or from the deliberate manipulation or release of pathogens. It provides strategic orientation on the development of integrated approaches to emergency management, overseeing the development of initiatives to build laboratory capacity and sustainability, as well as promoting a One Health approach in the management of animal health risks, including wildlife health. Finally, it contributes to the development and implementation of WOAH standards and guidelines on related topics and animal diseases including those in wildlife.  

The Administrative Officer works with team members across the department to manage and assist with the daily administrative running of department activities, liaising with the rest of the Organisation and external parties to guarantee the smooth coordination of activities. S/he contributes to the coordination of the information flow within the department and provides support to administrative processes. S/he is in charge of providing logistical support to the organisation and coordination of meetings, workshops and other events managed by the PRD, whether face-to-face or web based. S/he will also bring knowledge management expertise to help build internal systems for knowledge sharing, file management and effective team communications.
Job Description
Positioning and reporting

Under the authority and direct supervision of the Head of Preparedness and Resilience Department
Missions and activities                                                                                                          

Provide general administrative support to the activities support to the activities of the PRD team:
– Manage the administrative components of PRD projects, liaising with the project managers and officers and support them in external providers’ administrative process (contracts and sub-grants administrative management);
– Provide guidance to the team regarding administrative processes and participate in the review and improvement of processes;
– Support information sharing and learning within the team;
– Support the planning and follow-up of the activities of the team and provide updated dashboards as required;
– Manage and update databases (of contacts, reports, missions, projects) and Intranet / Extranet / Internet pages pertaining to PRD;
– Manage filing, scanning and archiving of administrative and technical documents and update registers regularly;
– Support the development and implementation of business rules for the teams’ cloud-based storage (structure, harmonisation, classification);
– Support mission order requests of PRD staff and support the administrative component for their claims for reimbursement;Manage the stationary supplies and stock for the team.  

Assist in the logistical management of events (e.g. trainings, workshops, ad hoc groups)
– Follow-up and update the schedule of face-to-face and web-based events for the Department; 
– Liaise with the relevant parties including staff at Headquarters and in the regions, Delegates, experts, participants;
– Support the logistical organisation of events whether face-to-face or web-based, including: drafting/coordination of invitations/documents, registration, room-booking and equipment preparation, videoconference and webinar management, recruitment of interpreters and management of catering service providers – in coordination with the relevant WOAH Departments, travel requests and claims for reimbursement;
– Participate in the collection and drafting of meeting outcome and assessment reports.  

Provide support to the preparation of technical documents
– Support the preparation, archiving and diffusion of official correspondence and mission/meeting reports in particular with regard to;
– Proofread and edit working documents, letters, and reports;Format and circulation of meeting or mission reports;
– Format presentations, working documents and background papers;
– Translate or participate/coordinate in the translation of letters, reports and other relevant documents;
– Organise the translation/copy-editing/design/printing of documents by external service providers and ensure quality control of these external services.  

Knowledge management and monitoring
– Synthesise procedures for the team’s activities (e.g. incident management system, technical Secretariats) into a written format;
– Support the compliance of PRD with personal data protection requirements (EU GDPR);
– Contribute to updating WOAH’s Customer Relationship Management (CRM) database, including liaising with experts and other stakeholders to update contact details;
– Support the team in the collection of data and information to satisfy the indicators set for the different performance indicators related to projects, follow up plan of activities and update dashboards;
– Liaise with other department to ensure compliance of the department for archiving and file management.

The Head of Department may, when necessary, assign to the incumbent any other duties within her or his areas of competence.
Requirements
Qualifications and Experience

Required qualifications and experience

– Undergraduate degree OR degree in administration, humanities or in any other relevant field;
– At least 3 years of professional experience of administrative assistance and administrative project management, with international exposure.

Expected Skills

Technical skills                                      
– Strong computer skills in a Microsoft environment (including Word, Excel, PowerPoint, SharePoint, Teams and Outlook) spreadsheets and databases.
– Strong command of web-based videoconference and webinar platforms (e.g. Zoom, MS Teams, Cisco Webex, etc.);
– Project administrative management, with special reference to contracting, budget control, reporting, and monitoring;
– Web content management (standard CMS such as WordPress)
– Knowledge management and organisational learningExcellent proofreading and editing skills;
– Excellent command of English, both written and spoken;
– Good command of a second WOAH official language (French or Spanish), and willingness to perfect it;
– Good command of a third WOAH official language (French or Spanish) is desirable  

Personal and Interpersonal skills:
– Willing and able to learn new skills  and a variety of tasks, and ask for assistance when needed;
– Excellent communication skillsAccuracy and attention to details;
– Problem solving skills and adaptability;
– Willingness and ability to work in a multi-cultural environment with sensitivity and respect for diversity;
– Proven effective organisational skills and ability to handle work in an efficient and timely manner, defining priorities and meeting deadlines;
– Team attitude, able to adapt to different work styles, and cope with pressure Capacity to work autonomously and to take ownership of tasks  
Additional Information
Working conditions

– Salary: 1900-2300 EUR net per month (commensurate with qualifications and experience). Salary exempt from French income tax + Annual performance bonus.
– 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  

WOAH places high value on a multicultural and positive work environment. WOAH is an equal opportunity employer and welcomes all qualified candidates, irrespective of their origin, gender, opinions or beliefs.  If you are interested in the position, please complete your application online at the latest by 16 December 2024. APPLY HERE