Administrative Assistant – SCIENCE/AMR & VP, OIE Headquarters – Paris, France

Contract: OIE Staff – 24 months (renewable)

Salary: depending on the experience**

Positioning and reporting

Under the authority of the Deputy Director General in charge of International Standards and Science, and the direct supervision of the Head of Antimicrobial Resistance and Veterinary Products Department.

Job purpose

The Administrative Assistant supports the daily administrative running of two departments in OIE (Science and Antimicrobial Resistance and Veterinary Products), liaising with the rest of the organisation and external parties to support coordination of activities. He/she contributes to the coordination of information flow within the departments and provides guidance on and support to administrative processes. The Administrative Assistant is also in charge of providing logistical support to the organisation and coordination of meetings and/or events managed by the Departments. He/she will work in close coordination with the Administrative Assistant of the Preparedness and Resilience Department.

Missions and activities

Provide general administrative support to the activities of two departments:

· In coordination with administrative assistants across the organisation provide guidance and support to the teams in the two Departments on administrative processes including digital archiving and use of supporting digital tools such as Microsoft Teams, Sharepoint, or Zoom;

· Support the Departments in the implementation of the OIE data protection policy;

· Support internal communication within each department and across the organisation;

· Participate in the review and improvement of administrative processes within the departments;

· Support the planning and follow-up of the activities of the departments and provide updated reports as required;

· Provide and update information contents for the departments including the OIE Customer Relationship Management (CRN) and updating and submissions to OIE webpages as needed;

· Draft, format, proofread, prioritise and archive incoming and outgoing virtual and physical correspondence;

· Manage the stationary supplies and stock for the departments;

· Keep track of the whereabouts of staff within the departments (including vacation and missions);

· Support the departments in the implementation of the OIE Work from Home Policy;

· Administrative support to the department managers, including planning missions and agendas;

Assist in the logistical management of events

· Follow-up and update the schedule of events for the departments;

· Liaise with the relevant parties including staff at Headquarters and in the regions, OIE Delegates, experts etc.;

· Coordinate the logistical management of events: follow-up and update the schedule of events for the departments, liaise with the relevant parties, coordinate the logistic organisation of ad hoc Groups, Working Groups, Specialist Commissions, etc. including the administrative coordination (invitations, documents, room-booking and equipment preparation)

Provide support to the preparation of technical documents

· Proofread, edit, format and circulating working documents, letters, background papers and reports;

· Format presentations;

· Manage the translation process of letters, reports and other relevant documents and ensure quality control of external translations;

· Manage the links with OIE and external translators,

Qualifications and Experience

Required qualifications

· Undergraduate degree or degree in administrative support or the humanities or similar

· At least 2 years of professional experience of administrative assistance with international exposure.

Requirements:

Technical skills:

· Strong computer skills in a Microsoft environment, including Word, Excel, Access, PowerPoint, Outlook, Teams, Sharepoint, OneNote, etc. as well as a good knowledge of Adobe Acrobat and the use of Zoom and its functions

· Excellent command of English, both written and spoken.

Additional competencies

· Proofreading and editing skills

· Experience with web content management (standard CMS such as WordPress)

· Knowledge of French or Spanish.

Behavioral skills:

· Excellent communication and interpersonal skills and ability to work collaboratively with diverse teams

· Accuracy and attention to details

· 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

· Capacity to work autonomously and to take ownership of tasks.

Working conditions

The post is a full-time position based at the OIE Headquarters in Paris. It requires long hours in a seated position at a computer.