Administrative Officer

il y a 3 semaines

Paris, France L'Organisation mondiale de la santé animale (OIE) Temps plein

**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 logístical 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.

**Positioning and reporting**

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

**Missions and activities**

**P**rovide general administrative 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 logístical 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 logístical 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

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