Events Coordinator – Events Coordination Unit – OIE Paris, France

Poste à pourvoir

PARIS

Positioning and reporting  
Under the authority of the Deputy Director General (Regional Activities and Institutional Affairs), and the supervision of the Head of the Events Coordination Unit (ECU), in close cooperation with other staff of the Events Coordination Unit.
Job purpose  
The events Coordinator ensures the implementation and smooth delivery of OIE capacity-building and institutional events at regional and global level, by coordinating, in compliance with OIE procedures, the planning, organization, running and follow-up of events. The events can be face-to-face, virtual or hybrid. The events Coordinator may work on any type of event, whether regional, global, or institutional, as required.
Main missions  
Provide support to the organization of virtual, hybrid and face-to-face events on a regional level and at HQ (tasks may vary according to the different needs of each event)
Preparation phase
Proofread preparatory documents ensuring compliance with OIE rules and liaise with relevant interlocutors to complete and finalize event documents
Prepare and send invitations and ensure registrations follow-up as required.
Act as contact point and liaise with interlocutors involved in the event to ensure its smooth organization;
Monitor participant inquiries and ensure that they are appropriately addressed by relevant HQ or regional teams (accommodation, travel, technical aspects, among others)
In case of a virtual or hybrid event, manage the Zoom settings and adapt them to the needs of the event
In case of a virtual or hybrid event, provide trainings and guidance to other staff involved in the eventHelp simplify and manage discussions and negotiations with vendors/providers of event-related technology and services Execution phase
Deliver technical support and troubleshooting during digital, hybrid and in-person events
Manage live streaming of digital events on video-sharing and social networks  

Provide support to the implementation of virtual, hybrid and face-to-face Global Conferences and the OIE General Session
Preparation phase
Carry out field missions to scope out venues and select the appropriate one
Act as contact point and liaise with interlocutors involved in the event to ensure its smooth organisation;
Draft preparatory documents (Concept Notes, lists of invitees, invitation letters, Information Sheets, etc.) ensuring compliance with OIE rules and liaise with relevant interlocutors to complete and finalise event documentsPrepare and send invitations and ensure registrations follow-up as required
Liaise with other relevant HQ departments regarding visual identity and IT needs Collect, proofread and post relevant content on the website of the event
Monitor participant inquiries and ensure that they are appropriately addressed by relevant HQ or regional teams (accommodation, travel, technical aspects, among others)
Assist in all procurement processes regarding facilities, caterers and service providers and ensure budgeting and follow-up of expensesCoordinate the preparation and shipping of event-related materials
Collect presentations and any other visual material and coordinate with relevant interlocutors for their displaying during the event Execution phase
Act as contact point and coordinate staff participating in the management of the event
Oversee physical preparation of the venue to ensure proper set-up of facilities and required equipmentMonitor running of the event, ensure logistical adjustments to last minute changes and troubleshoot issues
Deliver technical support and troubleshooting during digital, hybrid and in-person eventsManage live streaming of digital events on video-sharing and social networks
Oversee registration and monitor list of participants during the eventProvide support to and answer questions from participants
Post-event phase  
Support the Directorate of Administration in the follow-up of budgetary matters
Launch and analyze post-event surveys  

Contribute to the general administrative processes of ECU
Respond to inquiries falling under the field of responsibility or convey to concerned person  
Provide support to the drafting of any procedure related to OIE capacity-building and institutional events at regional and global level
Update the Event Organisers’ Portal with relevant informationUpdate the events’ section on the OIE website
Qualifications and Experience  
Required qualifications
Graduate degree (Bachelor’s a minimum)
At least 2 years of experience in the coordination and management of events  

Requirements  
Technical skills
Excellent knowledge of English (both spoken and written)
Excellent knowledge of another official language of the OIE (French or Spanish)
Good knowledge of the third official language of the OIE (French or Spanish) would be an asset
Good Knowledge of the Microsoft 365 environment (SharePoint, Microsoft Stream, OneDrive, Teams)
Good knowledge of Microsoft Office (Excel, Word, Power Point)
Experience with video conference systems such as Zoom and MS Teams and relevant features. Managing Webex will be an added advantage. 
Excellent knowledge of organizing, hosting, and managing Webinars and live Events with video conferencing systems.
Experience supporting live streaming or video technologies would be an asset
Knowledge of WordPress would be an advantage  

Interpersonal skills
Excellent written and verbal communication skills
Excellent organisation skills and ability to meet specific deadlines
Keen sense of observation, attention to detail and accuracy
Courtesy, tact, and ability to establish and maintain good working relations in a multinational and multicultural environment
Ability to work under pressure and to effectively manage shifting priorities
Good team player
Curiosity about new technologies and pro-activeness  
Working conditions  
Salary: Monthly base salary starting from 1900€ net per month plus benefits, exempt of French income tax.
Duration: 2 years (renewable)
The post is a full-time position based at the OIE Headquarters in Paris.
It entails long hours seated at a computer.
It may occasionally require travel for meetings or conferences.
Some reaching, lifting, and carrying may be required when setting up for events.  
General Information  
The OIE places high value on a multicultural and positive work environment.  
The OIE is an equal opportunity employer and welcomes applications of all qualified candidates, irrespective of their ethnic origin, gender, opinions, or beliefs.  
If you are interested in the position, please complete your application online by June 4th, 2022, at the latest by clicking on the link below.    

APPLY HERE