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.

Under the direct supervision of the association’s General Secretary, and in collaboration with all members of the administrative and financial team, the person recruited will be responsible for the following tasks:

 

PRIMARY RESPONSIBILITIES 

  • Administrative secretarial work (filing and file management, mail processing and postage, archiving, scanning);
  • collection, filing and forwarding to the accounts department of invoices relating to overheads (travel, purchases, internal events, etc.)
  • ordering, monitoring and updating hardware and IT inventories;
  • ordering and managing supplies: verifying the team’s needs, requesting quotes, monitoring deliveries, checking stocks;
  • managing mail, parcels, shipments and deliveries;
  • coordination with the IT service provider to ensure the smooth running of the installations;
  • general organisation of workspaces; optimisation of office and meeting room layouts, management of technical furniture, first-level maintenance;
  • verification and monitoring of health and safety measures;
  • maintenance of premises; drawing up specifications, requesting quotations, monitoring the quality of services;
  • support in the organisation of internal and external events as required and
  • coordinating travel arrangements and associated logistics.

 

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 and
  • adaptability and ability to work to tight deadlines.

 

CONDITIONS

Fixed-term contract for a period of 6 months, with the possibility of a permanent contract, working 35 hours a week in the office. Position to be filled as soon as possible.

Salary: 30, 000 euros gross per year.

50% reimbursement of :

  • luncheon vouchers;
  • transport pass;
  • 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 31 October to job@parispeaceforum.org with “Office Manager” in the subject line.