Technical Assistant, Administration and Event Management – WOAH RR Moscow, Russia

Under the Authority of WOAH Director General and the direct supervision of WOAH Regional Representative.

The World Organisation for Animal Health (WOAH, founded as OIE) is an intergovernmental organisation recognised by the World Trade Organization as the reference Organisation for intergovernmental standards concerning the sanitary safety of international trade of animals and products of animal origin and zoonoses, and is in charge of improving animal health, veterinary public health and animal welfare worldwide, as well as transparency of the global animal disease situation. WOAH maintains permanent relations with nearly 75 international and regional Organisations and has 13 regional offices around the globe. WOAH Europe region as 53 Members, the permanent relationship with those Members and WOAH activities in the region are manage by 3 offices. The Regional Representation for Europe is placed in Moscow (RRE), and there is also two Sub-Regional Representations (SRRs), one based in Astana and in Brussels.

The TA contributes to the delivery of the working programme of the RR in Moscow, in line with current WOAH Strategic Plan, by providing support to the daily administrative running of the team and liaising with the teams in Brussels, Astana and as well as the relevant departments in WOAH headquarters to guarantee the smooth coordination of activities within the region. The TA supports the daily work of the Regional Representative, on activities related to administration. Particularly, TA is responsible for management and logistics of WOAH events in the hosting country and (sub)region, in close collaboration with the Event Coordination Unit (ECU). TA will be engaged in regional activities related to planning, organization, coordination, implementation and reporting of WOAH events organized in the region (conferences, seminars, workshops, meetings,) and capacity building activities (projects, PVS).

Provide administrative and technical support to the Regional Representation:
– Assist the RR staff with professional administrative procedures including travelling procedures;
– Assist with the daily functioning of the RR (e.g. general office maintenance);
– Draft, manage and archive incoming and outgoing correspondence ensuring that appropriate follow-up actions are taken;
– Manage filing and archiving of administrative and technical documents and update registers regularly, maintaining a proper and systematic archive system;
– Liaise with other WOAH offices in Europe and departments at HQs (particularly ECU, and RAD) to secure high level of harmonization of working plan, and implementation of specific regional activities;
– Participate in internal trainings related to event management, communication, data management, support transfer of knowledge to other officers, and implement it in specific activities;
– Support the translation and interpretation (English, Russian) of relevant documents;
– Share, collaborate and ensure the involvement of key stakeholders, roadmap planning and implementation of programmes;
– Assist the Regional Representative in managing the day-to-day technical issues in the region, including high-level meetings, country visits, etc.;
– Contribute to the preparation of background documents and progress reports.

Support the implementation of WOAH events (seminars, conferences, workshops).
– Support efficient implementation of WOAH events which are responsibility of the Regional Representation for Europe in Moscow, in coordination with SRRs, related to planning, organization, coordination and reporting (conferences, seminars, workshops, meetings) and capacity building programmes;
– Support global and regional event planning, including utilisation of e-platforms, with reporting and updating of specific event management documentation. Ensure close coordination and cooperation with ECU team at HQs and officers responsible for particular events in SRRs, transfer and implementation of relevant internal rules and guidance to the regional level;
– Support overall coordination of events in the region of Europe, development, and facilitation of regional operational procedures, effective communication of these activities and reporting in a timely manner;
– Assist in the financial preparation and arrangements including DSA (daily subsistence allowance) calculations and, when present at the meeting venue, distribution of DSA, collecting supporting documents from the participants (claim, ticket stubs, itinerary, passport copy, etc.);
– In close collaboration with other WOAH teams ensure identification, planning and resource mobilisation of follow up activities from OIE events, in accordance with conclusions and recommendations and overall OIE policies and working programmes, as well as impact assessment and reporting;
– Organise needs assessment in the region for identification of future events and capacity building activities for WOAH Members in region;
– Contribute to development and presentation of training and facilitation materials for WOAH events (seminars, workshops) and RR meetings (particularly high-level) and experts and adapt the content and delivery of such materials to virtual online delivery if required;
– Contribute to communication and reporting of WOAH events.

In her/his daily work, TA will utilise internal IT tools and software for planning, management, and implementation of actions, and comply with standard operational procedures. In addition, the WOAH Director General or the Regional Representative may, where necessary, assign to Technical Assistant any other duties within her area of competence.