Administrative Officer FR-EN-RU

Ref: GSADM
Grade: GS3/1 (UN classification)
Location: Paris, France
Estimated gross salary: 27 274 Eur / year
Type of contract: Fixed Term
Part time: 80%
Duration of contract: 1 year
Deadline: 2023-06-26 23:59:59 (Paris time)

The European and Mediterranean Plant Protection Organization (EPPO) is an international Organization with 20 employees based in Paris. EPPO has 52 member countries in Europe, the Mediterranean and Central-Asia. EPPO is responsible for inter-governmental cooperation to protect plants. To achieve this, EPPO organizes meetings with experts from our member countries.

To continue this work EPPO is looking for an administrative officer who will work 80%, fluent in French, in English, and also in Russian, to be part of the Administrative Team that assists the technical staff and the Administrator. Suitable candidates will be tested for their skills in spoken and written French, English and Russian.

The Administrative Officer has the following tasks:

Administrative support

• Welcome experts and visitors, telephone reception
• Logistical assistance to scientific and administrative staff of the organization
  • Administrative follow-up of emails and files
  • Maintain the database of experts/contacts up to date
  • Maintain the contents of the Organization’s Extranet
  • Prepare draft letters/circulars
  • Logistical support for meetings and projects
  • Main contact point with local organizers of meetings for logistical issues
  • Preparation of all necessary documents, such as invitations to meetings, list of participants, badges, participation letter. Prepare folders for the EPPO Staff attending meetings
  • Book meeting rooms (including ensuring that appropriate equipment is available) 
  • Assist with participant registration
  • Monitor experts’ participation to Panel meetings
  • Coffee preparation, lunch orders and restaurant booking
• Organisation of travel.
  • Hotel bookings
  • Travel planning and booking (flight/train/...)
  • Visa applications
• Translations
  • Translation of letters or documents (EN/FR/RU)
  • Maintenance of the list of specific terms used in EPPO documents
• Archiving
  • Regular archiving of paper and electronic documents
  • Searching in the archives if necessary
• Inventory management
  • Order and replenish office supplies
  • Order and replenish snacks for meetings
• Contact point with service providers (cleaners, post office, plumbers, etc.)
  • Ensure the proper execution of tasks according to contracts
  • Follow-up in case of tasks not being done or not adequately carried out
• Publication/subscription management
  • Receipt and registration of publications
  • Follow-up with publication suppliers
  • Order new publications

Financial administrative support

• Produce reimbursement forms for the experts
• Ensure payment of registration fees for meeting 
• Assist the organization's administrator in accounting tasks
  • Prepare invoices 
  • Prepare letters for requests for contributions to member countries and acknowledgement of receipt letters 

Requirements:

• Experience with administrative work (2 – 3 years), preferably in an international environment 
• Proficient in Word and Excel 
• Fluent in French, English and also Russian
• Good organizational and communication skills
• Conscientious and efficient 
• Able and eager to meet commitments