Job: Administrative Assistant - OECD Mexico Centre

Location: Mexico City

The OECD's mission - Better Policies for Better Lives - promotes policies that will improve the economic and social well-being of people around the world. It provides a unique forum in which governments work together to share experiences on what drives economic, social and environmental change, seeking solutions to common problems.

The Public Affairs and Communications Directorate (PAC) supports the implementation of the Secretary General's strategic orientations by orchestrating the Organisation's external communications. We look at the whole spectrum of OECD work, how it relates to the global public agenda, and ensure key OECD policies and research are communicated to key stakeholders and the media.

We are looking for an Administrative Assistant who will participate in the management of the OECD Mexico Centre's budget, accounting, operation and the general co-ordination of all its activities and projects. S/he will work under the supervision of the Head of the OECD Mexico Centre of PAC.

N.B. THIS POSITION IS LOCATED IN MEXICO CITY.

Main Responsibilities

Budget management and accounting

• Responsible for managing and monitoring the OECD Mexico Centre budget. Monitor and project expenditure and advise the Head of Centre on the best use of available funds. Prepare regular reports for the Head of Centre. Liaise with Central Management Unit (CMU) in Paris on all budgetary issues.
• Process invoices and ensure that amounts are posted to the appropriate expense accounts and that the accounting entries comply with the applicable internal accounting rules and procedures. Check pro-forma invoices and ensure that conditions have been met before authorising payment. Monitor and follow transactions related to income from sales and reconciliation and adequate reporting of all accounting transactions of the Centre. Ensure close co-operation with the Programme, Budget and Financial Management Service and the PAC Central Management Unit on these issues.
• Carry out monthly/quarterly reconciliations of accounts and perform regular analyses of accounts and account balances.
• Manage invoicing for mission reimbursements, interpretations, receptions, video conferencing and other ad-hoc invoicing as required. Post invoices to SAP. Maintain all client and invoice files.
• Assist in identifying income (invoice payments, pro-forma payments, publications income) and post to appropriate accounts.

Procurement

• In collaboration with the Central Purchasing Group (CPG) and the PAC Central Management Unit in Paris, provide advice and draft contracts for the purchase of goods for the OECD Mexico Centre.

Office Management and administration

• In co-ordination with the relevant central services at headquarters, act as the main contact point on matters relating to office facilities, security, and other general work.

IT co-ordination

• Act as CI (correspondant informatique) for the OECD Centre in Mexico. Ensure that the IT and telecommunications equipment of the centre is regularly renewed.
• Liaise with IT consultants in order to provide technical assistance to staff in the Mexico Centre. Supervise the installation of all new equipment and software.
• Ensure close collaboration with the Information Technology and Network Services, (ITN) in order to integrate the Centre's information systems requirements to the organisation's core systems as much as possible.

Other duties

• Assist the Head of Centre in all activities related to the finding of external working and/or funding partners to work on specific projects with the Centre.
• Assist the Head of Centre in the management and co-ordination of all the stages of the projects carried out by the Centre.

Candidate's profile

Core competencies

Please refer to the OECD Core Competencies and the level 2 indicators.

Academic Background

• A university degree or higher in business administration, accountancy, process administration or office management, or a related discipline.

Professional Background

• Several years' experience in budget management, administration and logistics.
• Very good understanding of the OECD's structure and a of the role of the OECD in the overall framework of international co-operation and domestic policy formulation.

Tools

• Very good knowledge of Microsoft Office systems (Word, Authoring Environment, Excel, PowerPoint) and applications related to the financial management and management of human resources used at the OECD such as Sharepoint, SAP, PATS, PRISM, SRM etc.

Languages

• Very good knowledge of one of two official languages of the Organisation (French and English). Good working knowledge of the other would be an advantage.
• Excellent (oral and written) knowledge of Spanish.

Contract Duration

• 2 year fixed term, with the possibility of renewal.

What the OECD offers

Monthly base salary starting from 37,134 pesos plus allowances based on eligibility.

NB\: The appointment may be made at a lower grade if the qualifications and professional experience of the selected applicant correspond to that grade; in this case, the duties and responsibilities assigned will be adjusted accordingly.

The OECD is an equal opportunity employer and encourages all qualified candidates to apply.

More Info and Application