Office Manager

The Paris Peace Forum is a multi-stakeholder platform launched in 2018 that aims to respond to global challenges through, in particular, a large-scale annual event. Throughout the year, the Forum works to strengthen the governance of global commons such as climate, space or oceans, and to improve international management of global challenges, particularly those of digital and disruptive technologies. Its annual event, in November, brings together heads of state, government and international organizations, as well as leaders of civil society and the private sector, to discuss political initiatives and concrete projects, with an emphasis on the participation of the global South.

The team of the permanent secretariat of the association, composed of varied and diverse profiles (diplomacy, public relations, communication, programming, operations, etc.), is currently looking for an Office Manager to reinforce its teams.

 

PRIMARY RESPONSIBILITIES

 

The person recruited will be responsible for the following tasks:

General ressources support:

  • general organisation of workspaces; optimisation of office and meeting room layouts, management of technical furniture, first-level maintenance;
  • maintenance of premises; drawing up specifications, requesting quotations, monitoring the quality of services;
  • verification and monitoring of health and safety measures;
  • ordering and managing supplies: verifying the team’s needs, requesting quotes, monitoring deliveries, checking stocks;
  • ordering, monitoring and updating hardware and IT inventories;
  • coordination with the IT service provider to ensure the smooth running of the installations;

Administrative support:

  • Administrative secretarial work (filing and file management, archiving, scanning);
  • managing mail (mail processing and postage), parcels, shipments and deliveries;
  • collection, filing and forwarding to the accounts department of invoices relating to overheads (travel, purchases, internal events, etc.)

Human resources support:

  • hiring process support: publication on job-boards, application management, interview coordination;
  • support in the organisation of internal and external events as required;
  • coordinating travel arrangements and associated logistics.

This list is non exhaustive and may be amended

 

PROFILE

 

  • 3 to 5 years’ experience in a similar position required;
  • bac+2 in business management, administration or other (e.g. BTS in SME/SMI management);
  • rigor, versatility, multidisciplinary, reactivity, common sense, honesty, autonomy and a sense of initiative;
  • an interest in technology and IT;
  • good interpersonal skills and caring attitude;
  • a good level of English;
  • ability to work as part of a team
  • adaptability and ability to work to tight deadlines.

 

CONDITIONS

 

  • Fixed-term contract for a period of 7 months starting April 21st 2025, with the possibility of a permanent contract, working 35 hours a week in the office.
  • Salary: 30, 000 euros gross per year.
  • 50% reimbursement of luncheon vouchers, transport pass, and the association’s health insurance scheme.
  • The offices of the permanent secretariat of the Paris Peace Forum are located in Paris (15th arrondissement).
  • Through its recruitment policy, the Forum is committed to diversity. It assesses applications fairly and respects and promotes equal opportunities. It welcomes all singularities and is committed to creating an inclusive working environment.
  • The Paris Peace Forum is committed to preventing discrimination and promoting equal opportunities. All its positions are open to people with disabilities.

 

Interested candidates should send a CV and cover letter by March 31st, 2025 to job@parispeaceforum.org with “Office Manager” in the subject line.