Location: Paris HQ
Contract and duration: OIE Staff - 2 to 5 years
Salary conditions: 2000 € nets per month (depending on the profile)
Expected start date: September 2021
Positioning and reporting
Under the authority of the Deputy Director General in charge of Standards and Science and the direct supervision of the Head of Preparedness and Resilience Department.
Job purpose
The Administrative Assistant supports the daily administrative running of three Departments (AMR&VP, Science and Preparedness & Resilience) and to the Foresight function, 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 teams 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, events and other projects managed by the Departments.
Missions and activities
Provide general administrative support to the activities of the three Departments and the Foresight function:
· Work with administrative assistants across the organisation to harmonize and streamline administrative processes and policies, including cross-organisation agendas, use of digital tools, digital archiving, data protection, department budgets etc.
· Support data protection policies in liaison with data champions in each department
· Support internal communication flows within each Department and act as liaison across the organization: disseminating information, sharing advice and maintaining knowledge on administrative policies (logistics, IT, data governance etc.)
· Manage and improve data governance across the teams,
· Provide guidance and support to the teams on administrative processes (digital archiving, managing stationary supplies and stock, etc) and the appropriate use of digital tools (Teams, Sharepoint),
· Provide and update information contents for the team, including the contacts database, updating and submissions to OIE webpages as needed, support in the design and content of subject- matter portals,
· Draft, format, proofread, prioritise and maintain a streamlined system for archiving relevant incoming and outgoing correspondence,
· Provide advice and support on managing agenda and organizing internal meetings from time to time.
Assist in the management of various projects/missions across the three Departments and the Foresight function:
· Contribute to strategic administrative and project management support,
· 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), participate in the collection and drafting of internal meeting reports,
· Represent the three departments in the Customer Relations Management project.
Provide support to the preparation of technical documents for the three Departments and the Foresight function:
· Assist with the design concept and creation of communication tools (brochures, presentations…),
· Format, and circulate meeting or mission reports,
· Format presentations, working documents and background papers,
· Manage the links with translators, oversee and/or participate to the translation of letters, reports and other relevant documents and ensure quality control of external translations.
Qualifications and Experience
Required qualifications
· Undergraduate degree OR degree in administrative support or in humanities,
· 2 to 5 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 and Outlook, use of Teams, Sharepoint, etc. as well as a good knowledge of Adobe Acrobat and the use of Zoom and its functions,
· Excellent command of English and French, both written and spoken.
Additional competencies
· Proficiency in data management,
· Experience with web content management,
· Knowledge of Spanish, both written and spoken.
Behavioral skills:
· Excellent communication and interpersonal skills and ability to work collaboratively with diverse teams,
· Willingness to bring people together across the organization and create strong relationship across various teams,
· Driving change and continuous improvement, thriving in an evolving environment, whilst showing creativity and curiosity,
· Willingness and ability to work in a multi-cultural environment with sensitivity and respect for diversity,
· Proven effective organisational skills, ability to multitask,
· 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.
This vacancy is archived.