Office Co-ordinator GA5, Paris, France
Organization: Organisation for Economic Co-operation and Development (OECD)
Country: France
City: Paris
Office: OECD Paris, France
The Organisation for Economic Co-operation and Development ( OECD) is an international organisation comprised of 38 member countries, that works to build better policies for better lives. Our mission is to promote policies that will improve the economic and social well-being of people around the world. Together with governments, policy makers and citizens, we work on establishing evidence-based international standards, and finding solutions to a range of social, economic and environmental challenges. From improving economic performance and creating jobs to fostering strong education and fighting international tax evasion, we provide a unique forum and knowledge hub for data and analysis, exchange of experiences, best-practice sharing, and advice on public policies and international standard-setting.
The Public Governance Directorate ( GOV) supports countries to promote good governance through more strategic, agile and action-oriented public sectors that improve the functioning of national economies and support growth. For further information, please consult our website through the following link https://www.oecd.org/governance/
GOV is looking for several pro-active, experienced and motivated Office Coordinators who thrive in an autonomous work environment. The successful candidates will carry out a wide range of tasks to help with the efficient and smooth functioning of the Directorate. The recruited office coordinators will play a key role in the organisation of international meetings and workshops (on site or through IT platforms), the processing of contracts, the preparation of documents for publication, and in providing other administrative support to their respective teams.
Main Responsibilities
Provide executive assistance by coordinating and managing the operational/logistical elements of the work of the Division/Unit. This includes documents and other information which are key for the organisation of the Division’s work and contributes to projects within their division, and as part of the directorate.Manage the flow of information with the Directors’ Office, other parts of the Directorate, and with other OECD Directorates. Respond to enquiries in a timely manner, and draft concise correspondence in both official languages (English and French).Works autonomously to resolve common work issues, in line with the organisation’s guidelines and procedures, develop and disseminate best practices with the aim of organising the work of the Division in the most efficient and effective way.Assess and co-ordinate the workload of the Division/Unit’s assistants to ensure an efficient and fair distribution of work. Anticipate workload peaks, identify issues. Provide feedback to the Head of Division on support staff workload, priorities and training needs.As first contact point for newly recruited staff, ensure a full onboarding is provided and that junior support staff receive the training needed to be fully operational.Executive and administrative assistance of best practices
Assist with the preparation of budget estimates and expenditure plans for the Division.Keep track and inform project managers of budget deadlines, interim and final financial and narrative reporting.Undertake first line quality control of transactions for all types of expenditures, checking the validity of the supporting documents and compliance with OECD’s financial policies and practices.Disseminate new guidelines and best practices from the Central and Management Unit to Divisions. Provide guidance, training and support new assistants in the Divisions on administrative procedures.Missions and Meetings co-ordination
Provide input and guidance to the Division’s annual and key events to both the analytical and administrative teams, assist with tracking meeting preparation.Coordinate the missions of the divisions ensuring compliance with the OECD policies and practices and timely processing of expenses claims and other follow-up actions.Manage information effectively, using appropriate technologies and maintain electronic filing systems.Ensure the back up of other assistants in periods of heavy workload .Continuous learning and process improvement
Keep informed about the Directorate’s work commitments, milestones and main sources of funding, and support policy staff in the implementation of the Programme of Work and Budget.Pro-actively suggest improvements to existing administrative processes, workflows and working methods.Adopt a continuous learning approach with regard to evolving corporate systems and procedures and other relevant IT tools.Keep abreast of the relevant financial and/or human resource rules pertaining to assigned workflows.Carry out other tasks as necessary
Academic Background
Secondary, preferably post-secondary level of education in business- or office administration, event management, communication or comparable field.
Professional Experience
Demonstrated relevant experience in similar roles, preferably in an international organisation.Experience in project co-ordination and project budgets with strong numeric skills.Excellent knowledge of the Organisation’s administrative and meeting protocol and procedures or relevant experience acquired in other international organisations.Broad knowledge of current and emerging technologies and tools and a demonstrated ability to thrive and innovate in a technology-driven environment.Demonstrated ability to design and introduce new work flows for programme efficiency.Knowledge of the Directorate’s work and a broad interest in governance issues would be an advantage.
Tools
Excellent knowledge and experience in the use of the Microsoft Office Suite (Word, Excel, Outlook, Powerpoint) or the ability to quickly learn the standard range of software packages used in the Organisation and to make optimal use of these tools and any new technologies: SRM, eShare, O.N.E. Author, Community Space, SAP Missions, SAP HCM, EventManagement System (EMS), Conference Reservation Management System (CRMS), SRPand Prism.Proficiency in remote conferencing tools e.g. Webex, Zoom.
Languages
Fluency in one of the two OECD official languages (English and French) and knowledge of the other, with a commitment to reach a good working level.Knowledge of other languages would be an asset
Core Competencies
OECD staff are expected to demonstrate behaviours aligned to six core competencies which will be assessed as part of this hiring processes: Vision and Strategy (Level 1) Enable People (Level 1) Ethics and Integrity (Level 1) Collaboration and Horizontality (Level 2) Achieve Results (Level 1 Innovate and Embrace Change (Level 1).To learn more about the definitions for each competency for levels 1-2, please refer to OECD Core Competencies.
Contract Duration
Thirteen-months fixed term appointment, with the possibility of renewal.
Closing Date:
This vacancy will be filled as soon as possible, and applications should reach us no later than 03/03/2024 (CEST).
What the OECD offers
Depending on level of experience, monthly salary starts at either 4 994 EUR, plus allowances based on eligibility, exempt of French income tax. (Please insert basic salary of step 1 of grade of vacancy.) Click here to learn more about what we offer and why the OECD is a great place to work. Click here to browse our People Management Guidebook and learn more about all aspects relating to people at the OECD, our workplace environment and many other policies supporting staff in their daily life.
Salary Information
Please note that the appointment may be made at one grade lower in the specified job family, based on the qualifications and professional experience of the selected applicant.
Selection Process
For retained candidates, written tests/video-recorded interviews are foreseen and panel interviews are planned for mid-April.
The OECD is an equal opportunity employer and welcomes the applications of all qualified candidates [who are nationals of OECD member countries]*, irrespective of their racial or ethnic origin, opinions or beliefs, gender, sexual orientation, health or disabilities.
The OECD promotes an optimal use of resources in order to improve its efficiency and effectiveness. Staff members are encouraged to actively contribute to this goal.
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