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le 10/09/2025 par World Organisation for Animal Health

Lieu

Paris

Fonctions

Direction et administration

Contrat

Secteurs d’activité

Pays

Date de validité

29/09/2025

Executive Assistant – Direction of Administration – WOAH HQ Paris, France

Executive Assistant – Direction of Administration
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 Paris.

Job description
Positioning and Reporting

Reporting directly to the Director of Administration, the Executive Assistant supports the Director in her daily activities and in the coordination of the management teams.

Job purpose

The Executive Assistant is responsible for managing the administrative activities of the Directorate of Administration and for liaising with other services of the Organisation as well as external stakeholders. He/she contributes to effective coordination, prioritises requests and requirements.

Missions et activities  

General Administrative Support to the Director of Administration and the Directorate
– Provide daily sadministrative upport to the Director of Administration.
– Draft, format, review, prioritise, and archive incoming and outgoing correspondence.
– Organise the filing and digital archiving of documents necessary for the Direction.
– Advise and assist teams on administrative processes.  

Administrative Support to the Human Resources Unit
– Manage the full process of publishing job opportunities (staff, consultants, interns).
– Prepare and send employment certificates and official HR communications.
– Coordinate the annual staff flu vaccination campaign (October).
– Schedule and monitor mandatory training sessions.
– Provide administrative support to other HR initiatives as required.  

Administrative Support to the Budget Unit
– Prepare and send acknowledgment letters for Members’ contributions and other revenues (June/July).
– Prepare and send contribution calls and reminders, with annexes, to Ministers and Delegates.  

Support to the Accounting Unit
– Centralise and coordinate with the accounting team on supplier reminders (monitoring commitments in the Procure to Pay software, invoice receipt and payment, supplier relations, etc.).
– Collect and distribute incoming mail in coordination with the reception team (invoices, reminders, bank statements, others).  

Administrative Support to the General Services Unit
– Ensure the accurate entry and monitoring of data in the Procure to Pay system.
– Support project monitoring and progress (e.g. real estate projects).
– Update and maintain safety and logistics files for Regional Representations.
– Assist in the formatting and translation of presentations prepared by the Unit Head.

Expériences / Formation

Qualification et experience

Required Qualifications

– Bachelor’s degree in executive/management support, administrative management, or business administration.
– At least five years of significant experience in a similar role supporting senior management.
– Proven experience in an international context and in supporting multi-services.
– Fluency in English.

Additional experience

– Proficiency in Spanish.
– Additional experience in project management or within a complex international environment.  

Required skills  

Technical skills

– Advanced proficiency in office tools: Outlook, Word, Excel, PowerPoint, Adobe Acrobat.
– Proficiency with collaborative tools (Teams, shared calendar, intranet).
– Knowledge of administrative procedures and office management.
– Ability to draft and translate professional documents.
– Basic knowledge of project management and reporting.
– Proficiency in filing, archiving, and digital records management.
– Experience in event organisation and budget monitoring.
– Knowledge of employment law and social legislation.
– Ability to design dashboards.    

Interpersonal Skills

– Excellent presentation, service-mindedness, rigour, and discretion.
– Strong organisational skills, responsiveness, and ability to manage multiple priorities.
– Solid writing and communication skills.
– High sense of confidentiality.
– Flexibility in dealing with unforeseen circumstances and shifting priorities.
– Strong attention to detail and commitment to high-quality work.
– Ability to anticipate, prioritise, and manage pressure.
– Proactivity and collaborative mindset.
– Ability to interact effectively with stakeholders at all levels.

Salaire

Working conditions

– Salary: based on qualifications and experience.
– Contract type: WOAH Staff – Fixed-term contract.
– Duration: Two (2) years, renewable.
– Location: WOAH Headquarters, 12 rue de Prony, 75017 Paris, France.

Full-time position based in Paris headquarters, requiring long hours seated at a computer. May involve international travel.

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