Position Title - Administrative Assistant

Salary: Base salary at 1 900 € net / month

Salary - exempt of French income tax

Benefits (annual quality bonus)

Duration: Two (2) years - renewable for an unlimited number of times

Context

The World Organisation for Animal Health (OIE) is an intergovernmental organisation recognised by the World Trade Organization as a reference Organisation for intergovernmental standards concerning the sanitary safety of international trade of animals and products of animal origin and zoonoses, and oversees improving animal health, veterinary public health and animal welfare worldwide, as well as transparency of the global animal disease situation.

The OIE, then known as the « Office international des épizooties », was created on the 25th of January 1924. Its Headquarters are based in Paris. It comprises 182 Member Countries and is present on all continents through 12 Representations. The OIE maintains permanent relations with over 70 international and regional Organisations.

The Events Coordination Unit (ECU) promotes, plans, coordinates and follow up of the implementation of technical and institutional OIE events, including the General Assembly of the OIE Delegates, in collaboration with other relevant OIE Departments / Units, and OIE Regional / Sub-regional Representations and national authorities.

Positioning and reporting

Under the authority of the Deputy Director General in charge of Institutional Affairs and Regional Activities, and the direct supervision of the Head of the Events Coordination Unit (ECU).

Job purpose

The Administrative Assistant supports the daily administrative running of the Unit, liaising within the ECU team and with the rest of the Organisation as well as with external parties when required to guarantee the smooth coordination of activities. The Administrative Assistant is also in charge of providing logistical support to the Organisation and coordination of events managed by the unit.

Missions and activities

Provide support to the organisation of events such as:
- the General Assembly of the OIE Delegates (in May every year, gathering +/- 1000 participants):
• Drafting and dispatching of invitation letters by email and by post;
• Follow-up of online and onsite registrations;
• Management of rooms reservations for side meetings;
• Preparation and distribution of badges;
• Follow up of accredited Delegates;
• Update of the General Session website;
• Preparation of Verbal Notes for visa purposes;
• Preparation of the lists of participants (proofread and edition);
• Preparation of statistics on attendance;
• Any other task to assist the team as required.

- the events organised by the ECU at OIE Headquarters and abroad:
• punctual support according to the needs during peak work periods (including finalisation of invitation letters and their dispatching by email and by post preparation of badges;
• Preparation of Verbal Notes/personal invitations for visa purposes;
• Follow-up of online and onsite registration;
• Preparation of the lists of participants (proofread and edition);
• Organise shipment conference materials;
• Collect events’ outcomes and archiving them as needed, among others.

Provide general administrative support:
- Take and orient phone calls;
- Arrange meetings and take detailed minutes;
- Manage incoming and outgoing correspondence, including delivery of hard copies;
- Assist in all procurement processes regarding facilities, caterers and service providers (interpreters, translators, supplies, among others) and ensure budgeting and follow-up of expenses;
- Manage filing, scanning and archiving of documents by organizing and identifying files or documents to speed their retrieval, use, and disposition;
- Provide timetable management for the team’s agenda, when required;
- Prepare travel arrangements and claims for reimbursement for the team, when required;
- Assist the team with visa issuance for the team, when required;
- Manage the stationary supplies and stock for the team;
- Maintain and update the OIE database of ECU relevant contact persons;
- Update the Intranet / Extranet / Website pages pertaining to the ECU;
- Proofread and edit working documents, letters, emails and reports;
- Incorporate oral and/or written notes to documents, letters, emails and reports;
- Oversee and/or participate to the translation of letters, reports and other relevant documents;
- Participate in the review and improvement of processes within the team.

Provide specific administrative support
- When required, filling-in of the travel database, following-up of the travel invoices and scanning the invoices and the mission order requests.

Qualifications and Experience

Required qualifications
- Undergraduate degree or degree in administrative support or in humanities;
- At least 2 years of proven professional experience as an Administrative Assistant with international exposure.

Requirements:

Technical skills:
- Excellent command of French and English, both written and spoken;
- Excellent proofreading and editing skills;
- Strong computer skills in a Microsoft Office environment, including Word, Excel, Access, PowerPoint and Outlook, as well as a good knowledge of Adobe Acrobat;
- Proficiency in database management.

Additional competencies
- Experience with project management software (smartsheet);
- Experience on web content management (Dreamweaver, TYPO3, content management system (CMS), WordPress);
- Knowledge of the third official language (Spanish) would be an asset.

Behavioral skills:
- Proven effective organisational skills and ability to handle work in an efficient and timely manner, defining priorities and meeting tight deadlines;
- Capacity to work with multiple team members in a multi-cultural environment with sensitivity and respect for diversity;
- Excellent written and verbal communication skills;
- Accuracy and attention to detail;
- Capacity to work independently and to multitask;
- Ability to work well under pressure.

Working conditions

This is a full-time position as an international civil servant based at the OIE Headquarters in Paris (France). It requires long hours in a seated position at a computer.

General information

The OIE places high value on a multicultural and positive work environment. The OIE is an equal opportunity employer and welcomes applications of all qualified candidates, irrespective of their ethnic origin, gender, opinions or beliefs. Expected starting date 1 November 2019 (or later depending on the candidate’s availability).

If you are interested in the position, please complete your application online by 25 October 2019 at noon (Paris local time) at the latest by clicking on the following link:https://urlz.fr/aEFi .

Should you have any questions, please contact Human Resources at hr.dept@oie.int.