Open position

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

Technical Assistant, Administration and Event management
Based at WOAH Regional Representation for Europe in Moscow
Positioning and reporting

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

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).
Missions and activities

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.
Qualifications and Experience

– Graduate degree in public or business administration, languages, journalism or media, public health, political sciences, management or other related area.
– At least 10 years of professional experience in business administration, with extensive experience in event management or coordination. 


Technical skills
– Computer literacy in a Microsoft environment (Word, Excel, Power Point, Outlook) is essential;
– Strong project management skills;
– Excellent command of English, both written and spoken;
– Excellent command of Russian, both written and spoken;
– Ability to write in a clear and concise manner and to communicate effectively orally;
– Ability to manage processes and maintain accurate records.  

Interpersonal skills
– Autonomy and ability to work independently, with initiative capacities;
– Proven organisational skills and ability to define priorities and meeting deadlines;
– Good communication skills;
– Ability to work in a multi-cultural environment with sensitivity and respect for diversity;
– Ability to develop and maintain effective work relationships with counterparts;
– High sense of confidentiality;
– Capacity to work autonomously and to take ownership of tasks.

Additional competencies
– Knowledge of WOAH official languages (Spanish or French) would be appreciated.Master, specialisation, or PhD in relevant field (communication, business administration, international organization would be considered as advantage;
– Education in science, the veterinary matters, public health or agriculture would be considered as advantage;
– Experience in communication activities for national Veterinary Authority, international organizations or diplomatic entities would be considered as advantage.
Working conditions

Based at the WOAH Regional Representation in Moscow. The post is a full time (40 hours per week) and it requires long hours in a seated position at a computer.  

– Type of contract: WOAH Staff
– Duration: 1 year renewable
– Location: WOAH Regional Representation in Moscow
– Salary: Monthly gross: 2000-2500 EUR per month (commensurate with qualifications and experience)
– 25 days annual leave
– Relocation allowance (eligibility for allowances depend on the staff member’s specific circumstances)
General information

The WOAH places high value on a multicultural and positive work environment. This is a full-time position based at the WOAH Regional Representation in Moscow. If you are interested in the position, please complete your application online by 29 April 2024 at the latest by clicking on the link below. APPLY HERE