Job title:
Office Manager
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.The OECD Centre for Skills (SKC) leads the Organisation’s work to help member and non-member countries achieve high-quality learning and training for all, design better skills policies, and turn them into jobs, productivity and growth. The development of skills policies supports the acquisition and use of skills by individuals, to improve their employability and social outcomes, and to be able to adapt to rapidly changing economies under the pressures of megatrends and to ensure sustainable and equitable social progress. The Centre for Skills provides analysis, statistics and policy advice to countries on a wide range of topics focusing on the skills that people require to join the labour market, enjoy high levels of well-being and become an active member of society.The Centre for Skills is looking for a proactive, experienced and motivated Office Manager with strong communication, diplomatic and co-ordination skills to provide support to the Head of Centre. The successful candidate will carry out a wide range of administrative duties liaising between the Director’s office of Employment Labour and Social Affairs (ELS) and the Education Directorates (EDU), the rest of the Centre and with the Office of the Secretary-General and the Deputy Secretary-General, as well as with other Directorates and external partners. The selected candidate will be under the supervision of the Head of the OECD Centre for Skills.Job DescriptionMain ResponsibilitiesAssistance and front office management
- Assist the Head of Centre in managing the agenda, including setting up appointments, meetings and related logistical arrangements. Flag priority issues requiring immediate attention and ensure deadlines are met. Take initiative in following up and forwarding matters that do not require the personal attention of the Head of Centre and co-ordinate inputs from the management team.
- Contribute to the overall planning of activities and smooth running of the Centre, ensure good communication flows with the Centre for Skills management and staff.
- Welcome and assist visitors who are frequently high-level officials, Ministers and other key stakeholders.
- Arrange calls and meetings with internal and external participants – ensure that all participants have relevant logistical information and briefing materials.
- Organise virtual and in person meetings, conferences held both in Paris and abroad.
- Manage the organisation of bi-annual meetings such as the OECD Skills Advisory Group.
- In the capacity of the Skills Summit task force member and in collaboration with the Summit co-ordinator and other assistants, organise the logistics of the Ministerial level meetings such as the Skills Summit, which requires communicating with delegations, the Government of the host country and the offices of the invited Ministers (in co-ordination with the Director’s Office Co-ordinator)
- Arrange interviews with journalists in person and by phone/video.
- Draft routine correspondence and prepare memos/letters, official documents and reports in both official languages of the Organisation, including proof-reading, revising, formatting texts and checking for consistency between the English and French texts. Draft minutes of meetings as needed and ensure adequate archiving of documents.
- Plan and co-ordinate missions for the Head of Centre, often involving complex travel itineraries. including logistical and travel information, briefing notes for bilateral meetings and any other relevant information. Prepare expense claims on return. Liaise with the Office of the Secretary-General (OSG) and other Directorates when the Head of Centre is travelling with the Secretary-General or staff from other Directorates.
Co-ordination of the Committee work and publication
- Co-ordinate the process of preparations for presentation of the Centre for Skills activities and outputs at bi-annual Education Policy Committee meetings;
- Keep close contact with the Education Policy Committee Secretariat in preparation for Committee meetings, follow the timelines set by the Secretariat and ensure that they are respected;
- Assist the Head of the Centre to prepare for participation at the Education Policy Committee meetings (presentations and talking points, bilateral meetings).
- Co-ordinate with Committee Secretaries of Employment Labour and Social Affairs Committee (ELSAC) and Education Policy Committee (EDPC).
- Co-ordinate submission of the Centre for Skills inputs in response to requests from the offices of the Secretary-General, Deputy Secretary-General and OECD Directors, strictly following the submission deadlines;
- Collaborate with other assistants within the OECD Centre for Skills on the launching of publications, and other such high-level events, and coordinate with assistants in other Directorates when required.
IT support
- Attend regular OECD IT support meetings to obtain regular updates on the OECD digital environment and new/updated IT tools used at the OECD.
- Participate in regular quarterly meetings of the OECD Digital Champions
- Assist teams with the creation of their project-specific deliverables (folders) in the ONE Secretariat for developing their projects in collaboration with other Directorates and update regularly. Assist colleagues in acquiring access permissions to specific drives and security folders.
- In collaboration with the assistants of the Centre, manage and update as needed the Skills Advisory Group ONE Community site.
Other duties
- Prepare intellectual service contracts (SRM) and follow up actions such as payments when required for the needs of the Head of the Centre
- Provide logistical assistance in the organisation of staff recruitment.
- Act as a timekeeper for the Centre for Skills.
- Carry out other related tasks as required.
QualificationsIdeal Candidate ProfileAcademic Background
- Minimum secondary level of education, in office management, business administration or language studies.
Professional Background
- Relevant experience in administrative work, organising missions, conferences, preferably acquired in an international, multi-cultural environment.
- Relevant experience as an executive assistant or for a senior manager would be an advantage.
Additional InformationTools
- Excellent knowledge and experience in the use of Microsoft Office Suite (Word,Excel,Outlook,PowerPoint) and ability to learn the standard range of software packages used in the Organisation e.g. ONE author, ONE Members & Partners, ONE communities, ONE secretariat, SAP Missions, Concur, Event Management System, Conference Reservation Management System,Authoring Environment, SRM, SRP, and tools for video conferencing and event management, such as Zoom, Teams, Webex and/or Skype.
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).
- 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 1-2, please refer to
.Languages
- Fluency in English is required
- Good knowledge of French (English and French are the two OECD official languages).
Contract Duration
- Two-years fixed term appointment, with the possibility of renewal.
- Ideal start date: as soon as possible
Salary informationDepending on level of experience, monthly salary starts at 4,302.38 EUR plus allowances based on eligibility, exempt of French income tax.
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.Selection Process:This job opening will close on 12 July 2024, 23:59 (Paris time)
- For retained candidates, video-recorded interviews are foreseen in July 2024 and panel interviews are planned in September 2024.
- The OECD is an equal opportunity employer and welcomes the applications of all qualified candidates who are nationals of
, 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.
Expected salary
€4302.38 per month
Location
Paris
Job date
Sat, 22 Jun 2024 22:16:15 GMT
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