Vacancy announcement - OIE

Vacancy announcement Position title: Administrative Assistant - OIE Sub-Regional Representation, Brussels, Belgium Salary: 2 000 Euros Duration: one (1) year, renewable

Responsibilities: The Administrative Assistant will perform logistical, administrative and financial duties in support to the activities and staff of the OIE sub-regional Representation based in Brussels (hereafter named SRR-Brussels), under the direct supervision of the OIE sub-regional Representative. More specifically, the incumbent will support the delivery of the SRR-Brussels Working Programme, in line with the OIE Sixth Strategic 2016-2020, as follows: 

Be responsible for day-to-day office correspondence, information sharing and filing ensuring that appropriate follow-up actions are taken, maintaining a proper and systematic archive system;

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Assist in preparing SRR-Brussels annual reports, specific activity/initiative reports and presentations (PPT); this notably includes collection of relevant background information, systematic proof-reading and design / laying out of documents;

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Monitor budget and financial expenditures of the SRR-Brussels and their conformity to the work-plan; prepare quarterly accounting Report of the SRR-Brussels to be delivered to OIE Financial Service at Headquarters;

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Liaise with OIE Financial Service at OIE Headquarters on financial and administrative matters and ensure that all administrative and financial transactions are properly carried out according to the OIE internal requirements and procedures;

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Assist in logistical preparation and arrangement of OIE regional meetings including drafting logistical meeting concept notes, preparation of badges, name plates, setting up at the venue, reproduction and packing of documents/materials, transportation of equipment, etc.;

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Assist in financial preparation and arrangement of OIE regional meetings with DSA calculations, drafting participants roster in Excel, distribution of DSA during meetings by obtaining supporting docs from the participants (claim, ticket stubs, itinerary, passport copy, etc.), etc;

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Maintain the content of (i) the OIE regional Website; and (ii) the website of the OIE Platform on Animal welfare for Europe, on a weekly basis;

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Provide inputs for publication materials – such as OIE Platform newsletter - to effectively communicate on OIE SRR-Brussels activities; this also includes the provision of relevant information to the Global GF-TADs Secretariat based in Rome, to feed the pages on the regional branch of the GF-TADs in Europe);

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Assist with the daily functioning of the SRR-Brussels (purchase and delivery of stationary; printer maintenance; any household requirement);

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Assist the SRR-Brussels staff by processing requests for visas (or any other necessary professional-related documents such as renewal of Belgium ID Card or diplomatic papers, etc.

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Perform other duties as determined by the OIE sub-regional Representative (travels in the region may be involved).

Finally, the Director General may, when necessary, assign to the incumbent any other duties within his or her area of competence.

Qualifications:

Education University degree in public health, political sciences, public or business administration or other related area. Work experience At least 5 years of administrative assistance experience. Language proficiency Fluency in written and spoken French and English; other languages are regarded as an asset. Other skills Computer literacy (Windows, Microsoft Word, Excel, Power Point, Internet software) is essential. Competencies: 

Demonstrated ability to manage processes and maintain accurate records;

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Demonstrated ability to work independently and to maintain flexibility in working hours;

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Demonstrated effective organisational skills and ability to handle work in an efficient and timely manner;

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Demonstrated ability to coordinate tasks to meet deadlines;

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Good interpersonal skills; demonstrated ability to work in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity;

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Demonstrated ability to develop and maintain effective work relationships with counterparts;

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Demonstrated ability to write in a clear and concise manner and to communicate effectively orally.

OTHER: The position is based at the OIE Sub-Regional Representation in Brussels, Belgium. The incumbent must have a valid passport. The position is full-time starting. OIE staff members are international civil servants subject to the authority of the Director General and may be assigned to any activities of the Organisation. The C.V. and cover letter of any interested candidate shall be addressed to the attention of the Human Resources Cell ([email protected]) with copy to Dr Nadège Leboucq, Sub-Regional Representative ([email protected]) before 31 October 2016.