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 the 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 Paris.

Positioning and reporting

Within the cabinet of Director general, the Junior Executive Assistant is placed under the authority and supervision of the Executive Assistant.

Job purpose

Under the supervision of the Senior Executive Assistant (who is responsible for assisting the Director General and the Chief of Staff, the incumbent will be primarily responsible for assisting the Deputy Directors General (DDGs) in their daily activities and liaising with the rest of the Organisation and external parties to guarantee the smooth coordination of activities, as well as to prioritize requests and solicitations to ensure the best use of the DDGs’ time. He/She will also oversee providing logistical support and/or coordinating meetings in which they participate.

Missions and activities

1- Provide personal support to the Deputy Directors General

• Take and orient phone calls to the DDGs;
• Draft, manage and archive incoming and outgoing correspondence;
• Manage the agenda of the DDGs;
• Liaise with the internal travel coordinators to prepare travel information for the DDGs such as itinerary, hotel reservations, visa, transportation, appointments and other;
• Manage office supplies for the DDGs.

2- Provide general administrative support to the Directorate General

• Draft and/or manage administrative documents in respect of the relevant visual identity and standards.
• Proofread and format administrative, institutional and technical documents.
• Manage filing and archiving of administrative, institutional and technical documents and update registers regularly.
• Contribute, with the Senior Executive assistant, to the coordination between the DG, DDGs and the Chief of Staff.
• Work in a tandem with the Senior Executive Assistant of the Director General to ensure continuity of service;(In the absences of the Senior Executive Assistant’s, may be responsible for managing the Director General’s schedule, and to ensure the administrative processing of the official nomination of new Delegates, among others).
• Participate in the review and improvement of processes within the team of Executive Assistants.
• Provide administrative support to the Legal Affairs Unit especially regarding the work of the Gouvernance Review Committee.

3- Assist in the logistical management of meetings, missions or events with the participation of the DDGs

• Liaise with the relevant parties (WOAH Departments and Units, Regional Representations, WOAH Delegates, partners, among others).
• Coordinate the logistic organisation of meetings, including invitation preparation and follow-up, room- booking, catering, among others.
• Assist in the preparation and formatting of working documents necessary to participants.
• Participate in the collect and drafting of meeting outcome reports.

4- Provide support to the preparation of technical and institutional documents

• Draft, format and prepare meeting reports.
• Provide updated dashboards of activities as required.
• Draft and format presentations, working documents and background papers.
• Oversee and/or participate to the translation of documents and ensure quality control of external translations.

In addition, the Deputy Directors General may, when necessary, assign to the incumbent any other duties within their area of competence.