Administrative Assistant

Job title:

Administrative Assistant

Company:

OECD

Job description

Company DescriptionThe Organisation for Economic Co-operation and Development ( ) 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.In line with the Strategic Orientations of the Secretary-General, the core mission of the OECD Directorate for Financial and Enterprise Affairs (DAF) is to enable markets that are efficient, fair and sustainable, through setting and implementing standards, providing capacity building and technical assistance, acting as a forum for co-operation and collaboration across the OECD Directorates, external stakeholders and international organisations. DAF’s work is structured under two work areas – Conduct and Markets – and its mission is pursued through several substantive divisions whose teams provide member and partner countries with policy guidance, analysis and support in the areas of competition, anti-corruption, corporate affairs, financial affairs, international investment and responsible business conduct.The OECD Centre for Responsible Business Conduct (Centre) supports the implementation of the OECD Guidelines for Multinational Enterprises on Responsible Business Conduct and a variety of its related instruments. It provides Secretariat support to the OECD Working Party on Responsible Business Conduct (WPRBC) and the Network of National Contact Points for Responsible Business Conduct (NCP Network). It supports governments, companies, and stakeholders across the globe in implementing responsible business conduct (RBC) principle and standards and in enabling sustainable and resilient supply chains.Job DescriptionThe Centre is looking for a dynamic administrative assistant with excellent organisational skills to contribute to a wide range of administrative tasks and to provide support in organisation of meetings and events. The selected candidate will work as part of a team of assistants in the Centre, under the supervision of the Head of Governance and Multilateral Relations (GMR) and with a dotted reporting line to the Head of Access to Remedy (A2R).Main ResponsibilitiesAdministrative Support

• Manage the organisation of the meetings of the WPRBC and NCP Network, including meeting room reservation, catering arrangements, preparation of relevant meeting documents, liaison with delegates and stakeholders, maintenance of participants lists, and ensuring all logistical and administrative aspects are handled in a timely and efficient manner and in cooperation with the Centre staff and relevant colleagues.
• Support organisation of events and meetings more broadly, including ensuring logistical and administrative support (e.g. uploading conference materials, supporting and ensuring smooth communication with participants and experts attending meetings and events).
• Assist the management team as needed, including management of schedules and in the context of accession processes, e.g. preparation of budget projections, organising missions, and coordinating and liaising with candidate countries.
• Draft routine correspondence and respond to queries from within the OECD, as well as from member country delegates, meeting participants and outside institutions, and maintain mailing lists.

Documents and publications

• Assist in the preparation of documents and publications which may include formatting, editing and proofreading using standard and in-house software.
• Update the intranet and internet websites as required, including ONE Community.

Budget and travel

• Contribute to organising missions and business travel for the Centre staff, consultants and experts attending meetings in Paris or abroad, including travel and hotel bookings, visa applications, coordinating security arrangements for high-risk destinations as needed, processing expense claims and other follow-up actions.
• Contribute to the administration of contracting for intellectual services, including advise programme managers on procedures and thresholds, prepare contracts, financial commitments, and payment orders. Respond to queries from consultants concerning contracts and payments. Liaise with the Resource Management team to ensure compliance with OECD rules and regulations. Proactively track and follow up delivery of contracts and anticipate administrative deadlines.
• Contribute to and provide budget support where needed, including providing support on budget management (e.g. pulling information from relevant systems) and budget development (e.g. supporting and guiding team on budget templates), provide support on management of voluntary contributions, and other tasks.

• Competitive procurement: in collaboration with RBC Resource Management Advisor (RMA), liaise on procurement requests with OECD services responsible (CPG) and DAF’s procurement officer; in the process of awarding framework contracts: share templates with project teams, draft internal procedure documents/first drafts of contracts and address CPG’s requests.

QualificationsIdeal candidate profileAcademic Background

• Good level of secondary education with training or proven experience in a similar position.

Professional Background

• Experience working in a similar role in an international environment and with high-level stakeholders.
• Experience in organising international meetings and large conferences locally and abroad.
• Experience of financial management and budgeting would be an advantage.

Tools

• Excellent knowledge and experience in MS Office Suite (Word, Excel, Outlook, PowerPoint) and in software and applications used in the OECD (ONE, EMS/CRMS, SAP, PRISM, SRP, SRM).

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).
• There are three possible levels for each competency. The level for each competency is determined according to the specific needs of each job role and its associated grade.

To learn more about the definitions for each competency for levels 1-3, please refer to .Languages

• Fluency in one of the two official languages of the Organisation (English and French) and good knowledge of the other, with a commitment to reach a very good working level.

Additional InformationContract Duration

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

• Depending on level of experience, monthly salary starts at either 4 302.38 EUR, plus allowances based on eligibility, exempt of French income tax. 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.

to learn more about what we offer and why the OECD is a great place to work. 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.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.This job opening will close on 6 July 2024, 00:00 (Paris time)

Expected salary

€4302.38 per month

Location

Paris

Job date

Fri, 14 Jun 2024 22:30:09 GMT

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