Job: Office Co-ordinator - Director's office

Location: Paris

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 Office Co-ordinator to provide support to the Director of PAC.

Main Responsibilities

1. Information flow and task management

• Review communications and information arriving in the Director's office; prioritise and disseminate to management and staff; identify issues requiring follow-up by the Director or by responsible Divisions, and recommend actions, ensuring deadlines are met.
• Keep abreast of the Director's on-going work in order to ensure the smooth functioning of the Director's Office. Assume additional responsibilities when necessary in order to facilitate the achievement of the Directorate's goals.
• Manage all transmission notes received from the Secretary-General's Office (SGE/OSG).
• Draft letters and memoranda for the Director's signature, review correspondence prepared in the Directorate.
• Receive and disseminate large volumes of and complex communications to PAC and other OECD colleagues; identify communications that require follow-up and recommend appropriate action, ensuring deadlines are met.
• Update and monitor the PAC e-calendar in SharePoint to reflect SGE/OSGs information. Filter telephone calls and respond to requests for general information regarding the activities of the Directorate.
• Assist the Director in ensuring smooth and efficient co-ordination of the Directorate's activities.
• Replace Director's office assistant during absences as required.

2. Liaison

• Ensure efficient communication at all times between the Director, the Deputy Director, Counsellor and Heads of Division.
• Organise internal meetings, including preparation of agenda for regular PAC managers meetings.
• Participate in the planning and preparation of internal and official meetings, including those outside the OECD, as appropriate.

3. Executive assistance

• Provide assistance to the Director and manage the daily running of the office.
• Evaluate and assemble background documentation for daily meetings and decisions. Organise the Director's appointments and missions. In collaboration with other Assistants, co-ordinate the work assignments in the Director's Office.
• Make all practical arrangements, and prepare appropriate documentation and mission orders, for the Director's official travel.
• Receive visitors, often high level personalities and officials of Member and non Member countries, organise their programmes and assist them in their contacts with the Directorate and the Organisation.

4. Other

• Manage the other Assistant(s) in the Director's front office.
• Participate in the OECD and PAC initiatives to improve administrative and secretarial practices.
• Carry out other related tasks as required.

Candidate's profile

Core competencies

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

Academic Background

• Very good secondary level of education.
• A university degree would be an advantage, ideally in management, public administration, communications or a related discipline.
• Training as an Executive Secretary or equivalent.

Professional Background

• Extensive experience as an assistant to a senior national or international civil servant, or equivalent.

Tools

• Proficiency with the Organisation's IT systems, or that of a similar Organisation, including in particular with Outlook, Word, PowerPoint SharePoint.
• Ability to learn new technologies quickly.

Languages

• Excellent knowledge of both of the official languages of the Organisation (English and French) including the ability to draft in both languages.
• Knowledge of other languages an advantage.

Contract Duration

Two year fixed term, with the possibility of renewal.

What the OECD offers

· Monthly base salary starting from 4,187.34 EUR exempt of French income tax, plus allowances based on eligibility.

NB\: Please note, the appointment may be made at a lower grade based on the qualifications and professional experience of the selected applicant.

The OECD is an equal opportunity employer and welcomes the applications of all qualified candidates who are nationals of OECD member countries.

More Info and Application