The World Organisation for Animal Health (OIE) is the intergovernmental organisation responsible for improving animal health worldwide. The standards it develops for the trade of live animals and products of animal origin are recognized by the World Trade Organization as reference international sanitary rules under the Agreement on the Application of Sanitary and Phytosanitary Measures (SPS Agreement) (http://www.oie.int/fr/).

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 in total.

The OIE (Performance of the Veterinary Services) PVS Pathway is a global programme for the sustainable improvement of a country’s Veterinary Services’ compliance with OIE standards on the quality of Veterinary Services. This is an important foundation for improving animal and public health and enhancing compliance with SPS standards, at the national, regional and international level. The PVS Pathway programme is evolving and growing in importance and the number of related activities increases consequently.

The Administrative Assistant is responsible for ensuring the daily administrative running of the PVS Pathway Secretariat, liaising with the rest of the Organisation and external parties to guarantee the smooth coordination of activities. He/she is also be charge of providing logistical support to the organisation and coordination of missions and events linked to the PVS Pathway programme and for assisting with the technical activities of the team.

POSITIONING AND REPORTING

The Administrative Assistant is assigned to the PVS Pathway Secretariat at the Regional Activities Department (RAD) of the OIE Headquarters and report to the Head and the Deputy Head of the RAD, under the authority of the Deputy Director General in charge of Institutional Affairs and Regional Activities. He/she will work in close collaboration with the other officers in the Department, in particular the Officers of the PVS Pathway Secretariat.

MISSIONS AND ACTIVITIES

Provide general administrative support

• Take and orient phone calls;
• Draft, manage and archive incoming and outgoing correspondence, including delivery of hard copies of reports and letters;
• Screen and prioritise entering e-mails;
• Provide timetable management for the team’s agenda;
• Manage filing and archiving of documents and update electronic and hard-copy registers regularly;
• Follow-up on the programmed activities and deadlines of the team;
• Coordinate the administrative preparation of PVS Pathway missions;
• Provide support in the preparation of travel arrangements and claims for reimbursement;
• Provide and update information contents for the team, including the OIE contacts database, submissions to the Bulletin and OIE webpages as needed;
• Participate in the review and improvement of processes within the team.

Provide support to the preparation of administrative and technical documents

• Draft, proofread and format mission reports, working documents, presentations, communication material and reports;
• Draft, format and prepare meeting reports;
• Provide updated dashboards of activities as required;
• Manage, review and/or participate in the translation of documents.

Support to the organisation of events (seminars, workshops, meetings):

• Follow-up and update the schedule of events in the team;
• Liaise with the relevant parties (regional offices, IT team, OIE travel team, OIE Delegates, experts, event participants…);
• Coordinate the logistic organisation of events including invitation preparation, registration follow-up, room-booking and equipment preparation;
• Provide support to travel arrangements of experts and event participants when needed;
• Assist in the preparation and formatting of working documents;
• Participate in the collection of meeting outputs and drafting of meeting reports.

REQUIRED QUALIFICATIONS

• Undergraduate degree in humanities or degree in administrative support;
• At least two or three years of professional experience as an Assistant, ideally in an international context.

REQUIREMENTS

TECHNICAL SKILLS

• Excellent command of English and strong proficiency in French ;
• High-level writing and editorial skills;
• Excellent computer skills in a Microsoft environment (namely Word, Excel, PowerPoint, Access, Outlook) and knowledge of Adobe Acrobat ;
• Proficiency in database management ;
• Experience with project management softwares.

ADDITIONAL SKILLS

• Knowledge of Spanish or an additional language would be an asset ;
• Experience with web content management (standard CMS such as WordPress or TYPO 3).

INTERPERSONAL SKILLS

• Accountability and professionalism;
• Willingness and ability to work in a multicultural international environment, within a team as well as autonomously;
• Capacity to accept responsibility and to take ownership of tasks;
• Accuracy and attention to details;
• Capacity to work within tight deadlines.

• Salary: Base salary at 1 900 € net/month, commensurate according to experience
• + Benefits (salary exempt of French income tax, annual quality bonus)
• Duration: Two (2) years, renewable for an unlimited number of times according to performance

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.

This position is available immediately.

If you are interested in the position, please complete your application online by 18 October 2019 Paris local time at the latest by clicking on the following link https://urlz.fr/aJKA