Company Description

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 Global Relations and Cooperation Directorate (GRC) supports the implementation of the Secretary General’s strategic orientations by co-ordinating the Organisation’s relations with partner countries and with other international organisations. It advises the SG and other OECD Directorates on how to strengthen co-operation with key partner countries, regions and organisations. GRC also serves the OECD External Relations Committee, working with members to help them reach consensus on global relations priorities and ensuring that relevant partners are effectively engaged in the Organisation’s work.

GRC is looking for a dynamic and experienced Officer Manager to ensure the efficient functioning of the Director’s Office by assuring good information flow, monitoring implementation of decisions and carrying out an extensive range of executive, organisational and administrative tasks. The selected candidate(s) will be strongly client-oriented, experienced in adapting working methods to changing technologies, and welcome the challenge of working in a vibrant, fast-paced environment.  They will report to the Director of the Global Relations Secretariat and rector & Sherpa for the G7, G20 and APEC and work in close co-operation with the Deputy Director and liaise and co-ordinate with all Divisions of GRC and other relevant OECD services.

Job Description

Executive and Administrative Assistance

• Provide executive assistance to the Director of GRC and Head of Sherpa (Director), including agenda management, monitoring priorities, timelines and milestones, and coordinating with relevant actors to ensure and enhance workflow efficiency.
• Carry out the full range of standard front-office and administrative duties including drafting routine correspondence on behalf of the Director printing and verifying documentation prior to signature by the Director, take initiative in following up on matters that do not require the personal attention of the Director.
• Anticipate and actively prepare meetings, events and missions, ensure that the Director is provided with all pertinent information and documentation and context in advance, ensure the Director meeting files are up to date.
• Take notes in meetings, prepare draft summary records, presentations, briefing notes, prepare and edit reports, carry out background research and present findings as required.
• Provide administrative support to other team members, as requested by the Director.
• Liaise with, and contribute, to effective working relationships with the Management and Communications Unit (MCU) and other assistants within the Secretariat.

Coordination of Work Flow in the Directors Office

• Manage information flow, advise the Director on a wide range of external and internal issues, relating to both substantive outputs as well as organisational matters, flag priority and sensitive issues and propose solutions as appropriate.
• Organise information for the Director’s Office, including management of databases and filing systems, proposing developments and improvements as required, keep records updated.
• Monitor and track requests from the Office of the Secretary-General, the Executive Director and other areas of the Organisation, ensuring that deadlines are met, correspondence is dealt with in a timely manner, and co-ordinating follow-up action with GRC staff as necessary.
• Under the direction of and on behalf of the Director, liaise with permanent delegations, senior management within the Organisation and external senior-level contacts, including on confidential and sensitive issues.

Other duties

• Liaise with other OECD Corporate Services to ensure smooth functioning of operations.
• Carry out relevant paper and electronic filing and archiving of documents.
• Assist in other work of the HoS Office, as needed.

Qualifications

Academic Background

• Good secondary education, preferably post-secondary and secretarial training.

Professional Background

• Proven experience as an administrative or personal assistant, preferably in an international context or organisation.
• High degree of discretion and ability to work and communicate effectively and with tact and diplomacy in a multicultural environment with colleagues at all levels, and with delegations and high-level stakeholders.
• Experience mangaging conflicting requests according to strict deadlines and ability to work rapidly and accurately under pressure. Ability to work independently and to take initiative.
• Flexibility, proactiveness and adaptability, excellent oral and written communication and presentation skills.
• Proven ability to master and leverage emerging IT and digital technologies.

• Ability to propose alternatives to reduce operational risk, increase efficiency and customer service through the use of new digital tools.
• Proven experience developing innovative solutions for business needs, demonstrating the ability to think outside of the box.

Tools

• Excellent knowledge and experience of the Microsoft Office Suite (Word, Excel, Outlook, Powerpoint) or the ability to quickly master the standard range of software packages used in the Organisation, and to make optimal, innovative use of these tools and emerging technologies.
• Knowledge of SAP or an ERP system would be an advantage.

Languages

• Fluency in one of the two OECD official languages (English and French) and good 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 1); Achieve Results (Level 1); Innovate and Embrace Change (Level 1).
• To learn more about the definitions for each competency for levels 1-3, please refer to OECD Core Competencies.

Contract Duration

• One-year fixed term appointment, with the possibility of renewal.

Additional Information

What the OECD offers

• Depending on level of experience, monthly salary starts at 5,628.41 EUR, plus allowances based on eligibility, exempt of French income tax.
• 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.
• 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.

This vacancy is open until 12 February 2024 midnight (Paris time). 

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.