Context

The World Organisation for Animal Health (WOAH) is an intergovernmental organisation responsible for improving animal health and welfare worldwide. The standards it develops for the trade of live animals and products of animal origin are recognised by the World Trade Organization as reference for international sanitary rules (Home – WOAH – World Organisation for Animal Health). With 183 Members, WOAH serves a diverse number of stakeholders from different cultures and regions, with a key stakeholder group being the Veterinary Services of its Members.
Positioning and reporting

Under the authority of the Deputy Director, International Standards and Science, and the direct supervision of the Head of the World Animal Health Information and Analysis Department (WAHIAD) and her/his Deputy.

Job purpose

The Trilingual Administrative Assistant (TAA) provides trilingual administrative and technical support to the teams within WAHIAD. He/she uses initiative to research, propose, document, and review administrative processes, procedures, and guidelines to ensure the smooth running of the Department.

The TAA applies their interpersonal and communication skills to provide guidance and training on these administrative processes within WAHIAD, and to deliver excellent customer services to users of the World Animal Health Information System (WAHIS) Customer Service Desk.

The TAA employs their attention to detail and language skills to produce high-quality communications and information products for the reporting and consulting users of WAHIS, to manage a wide range of information datasets, and to produce regular performance indicator reports for the Department, the Organisation and donors. He/she has robust time management and organisational skills and meets competing deadlines.

Missions and activities

1- Provide administrative and technical support to the various teams within WAHIAD (55%)

• Draft, format, proofread, redirect and archive incoming and outgoing emails to facilitate knowledge transfer within the WAHIAD team and the Organisation;
• Document, review and improve administrative processes, and provide guidance and training to the WAHIAD team as required;
• Manage the publication, update and archiving of WAHIAD-owned content on various platforms (SharePoint, Customer Relationship Management tool [CRM], Delegates web portal, WOAH website, WAHIS support desk platform);
• Participate in activities linked to the improvement and evolution of various WOAH platforms (CRM, Delegates web portal, WOAH website);
• Support the planning and follow-up of the activities of the WAHIAD team;
• Support the technical activities of the WAHIAD team;
• Support the general onboarding of new WAHIAD colleagues, liaising with other Departments/Units as required;
• Process WAHIAD purchases through the Organisation’s procurement tool;
• Collect mail addressed to the Department;
• Manage stationary orders for the WAHIAD team.

Provide administrative and technical support to the project team of the World Animal Health Information System (WAHIS) (35%)

• Manage the daily running and contribute to the long-term improvement of the WAHIS customer satisfaction platform/support desk;
• Provide guidance and training to internal and external users of the WAHIS platform and the support desk;
• Oversee the activities linked to user account management in the WAHIS platform and the support desk, participating in functional testing as required;
• Participate in the review and improvement of the WAHIS platform and the support desk, liaising with external service providers as required;
• Prepare customised presentations, reports and official communications of the WAHIS project team;
• Provide administrative assistance during meetings or workshops as required.

Assist in the logistical management of events and projects (5%)

• Assist the WAHIAD team in managing its schedule of events;
• Liaise with relevant parties including staff at WOAH Headquarters, staff in the WOAH Regional and Sub-Regional Representations, Delegates, Focal Points and other stakeholders;
• Coordinate the organisation of Global or Regional training workshops, ad hoc Groups, Working Groups, Specialist Commissions or other events as assigned, including the coordination of invitations, preparation/translation of presentations/documents, room-booking and preparation of equipment;
• Participate in the collection or drafting of meeting outcome reports.

Prepare technical documents (5%)

• Prepare, proofread, edit, format and publish working documents, letters, reports and presentations in the three official WOAH languages (English, French, Spanish);
• Prepare, format and circulate meeting or mission reports (most often in English);
• Oversee and/or participate in the translation and quality assurance of documents, letters, reports and presentations in the three WOAH languages, liaising with internal/external translators as required;
• Support the early warning team as a trilingual back-up (verification, translation, publication and distribution of WAHIS reports);
• Support other Departments/Units in the Organisation with document preparation (on occasion, and if availability permits).

Qualifications and Experience

Required qualifications

• Undergraduate degree OR degree in administrative support, humanities, or related discipline
• Professional experience in administrative assistance with international exposure.

Required technical skills

• Strong computer skills in a Microsoft environment, including Word, Excel, Access, PowerPoint and Outlook, as well as a good knowledge of Adobe Acrobat.
• Excellent proofreading and editing skills, with strong attention to detail.
• Excellent command of English, both written and spoken.
• Excellent command of French and Spanish, both written and spoken.
• Experience with web content management (standard CMS such as WordPress).

Required interpersonal skills
• Excellent communication skills, both written and spoken.
• Willingness and ability to work in a multi-cultural team with sensitivity and respect for diversity.
• Proven organisational skills and ability to handle work in an efficient and timely manner, defining priorities and meeting deadlines.
• Capacity to work autonomously and take ownership of tasks.
• Strong problem-solving and relationship-building skills.

Additional desirable skills

• Experience in managing a customer service platform (such as Freshworks).
• Strong data entry and data analysis skills.
• Proficiency in database management and/or experience with a CRM tool.

Working conditions

– Type of contract: Fixed-term contract.
– Duration: 2 years renewable.
– Location: WOAH Headquarters 12 rue de Prony 75017 Paris, France.
– Salary: 2200€ net per month commensurate with qualifications and experience), exempt of French income tax + annual performance bonus + plus allowances based on eligibility.

The post is a full-time position based at the WOAH Headquarters in Paris and requires long hours in a seated position at a computer. It can entail missions abroad.

Telework is currently authorised up to 3 days per week at Headquarters.

General Information

The WOAH places high value on a multicultural and positive work environment.
The WOAH is an equal opportunity employer and welcomes applications of all qualified candidates, irrespective of their ethnic origin, gender, opinions or beliefs.

This is a fulltime position as an international civil servant based at the HQ office in Paris, France that is available immediately.
If you are interested in the position, please complete your application online with your resume and cover letter by clicking on the link below by 21 June 2024 at the latest.

APPLY HERE => https://urlz.fr/qHAY