Administrative Officer – Preparedness and Resilience – WOAH HQ Paris, France

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 logistical 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.

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

Provide general administrative support to the activities 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 logistical 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 logistical 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 and management of catering service providers – in coordination with the relevant WOAH Departments, travel requests and claims for reimbursement;
– Participate in the collection and drafting of meeting outcome and assessment reports.

Provide support to the preparation of technical documents
– Support the preparation, archiving and diffusion of official correspondence and mission/meeting reports in particular with regard to;
– Proofread and edit working documents, letters, and reports;Format and circulation of meeting or mission reports;
– Format presentations, working documents and background papers;
– Translate or participate/coordinate in the translation of letters, reports and other relevant documents;
– Organise the translation/copy-editing/design/printing of documents by external service providers and ensure quality control of these external services.

Knowledge management and monitoring
– Synthesise procedures for the team’s activities (e.g. incident management system, technical Secretariats) into a written format;
– Support the compliance of PRD with personal data protection requirements (EU GDPR);
– Contribute to updating WOAH’s Customer Relationship Management (CRM) database, including liaising with experts and other stakeholders to update contact details;
– Support the team in the collection of data and information to satisfy the indicators set for the different performance indicators related to projects, follow up plan of activities and update dashboards;
– Liaise with other department to ensure compliance of the department for archiving and file management.

The Head of Department may, when necessary, assign to the incumbent any other duties within her or his areas of competence.