Welcome Officer

Job title:

Welcome Officer

Company:

OECD

Job description

Company DescriptionTHE OECD – Who we are, what we doThe 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 EXECUTIVE DIRECTORATE (EXD)The Executive Directorate (EXD) is the steward of OECD resources, on behalf of the Secretary-General. Our focus is on people and their wellbeing; the effective and efficient management of the budget; the safety and security of staff, Delegations, visitors, and of the OECD’s data; maintaining and sustaining physical and digital infrastructure; and enabling the convening power of the OECD through conferences, meetings and events, whether virtual, physical or hybrid. As well as providing corporate services, functions and management support to our staff and Members, we provide integrated, strategic and expert advice on corporate policies and management issues to the Secretary-General, to Council and to Standing Committees, to which we regularly report on corporate matters. We also provide compliance and risk management functions (for management areas under our purview). Ours is a fast-paced environment focused on delivering management excellence across all of our functions.THE CONFERENCE, SECURITY AND INFRASTRUCTURE SERVICE (EXD/CSI)Within the OECD’s Executive Directorate (EXD), the Conference, Security and Infrastructure Service (EXD/CSI) is responsible for facilitating conferences that bring together delegates from our 38 Member countries, key partners and other stakeholders, for language services (interpretation and translation), for safety and fire security of OECD staff, delegates and visitors, and for the management and operation of OECD buildings in Paris and OECD Centres abroad.In EXD/CSI, the Conference and Security Division (EXD/CSI/CSD) manages the OECD conference meeting rooms and ensures high quality conference technology services are offered to meeting and event organisers and attendees. In addition to physical meetings, the division supports virtual meetings (where all participants join remotely) and hybrid meetings (where participants join both from the physical conference centre and remotely), which include simultaneous interpretation.Job DescriptionTHE POSITIONEXD/CSI/CSD is looking for a Welcome Officer to receive visitors and meeting participants while applying the appropriate security controls. To ensure coverage of the Conference Centre, this will require working shifts between 07h00 and 20h00 and, on an occasional basis, working outside these times and on weekends. The successful candidate will work under the supervision of the Welcome Desk Manager and the Head of the Security Clearance and Welcome Unit.Main ResponsibilitiesWelcome and security

• Ensure proper reception of visitors, meeting participants for meetings taking place on both OECD sites (La Muette and/or Boulogne).
• Issue access badges, especially for visitors and unplanned participants, in compliance with the safety instructions in force.
• Provide guidance and information to visitors and meeting participants, including indicating meeting rooms, services provided by the OECD, and referring participants to the different access points.
• Participate in the preparation of high-level meetings including preparation of access badges for attendees, configuration in the IT system, permanent contact with the organisers, preparation of directional signs, etc…
• Greet and provide guidance to high profile visitors and their supporting staff.
• Participate in the implementation of security plans in the event of an emergency.

Welcome desk management and telephone switchboard

• Provide administrative support for the management of sub-contractors assigned to the welcome desk (schedule management, orders, client-interface), ensuring they are properly trained and know the relevant policies and procedures. Depending on the events planned, order additional hostesses as backup.
• Manage supplies and the stock of inventory necessary for the operation of the welcome desk.
• Ensure that sub-contracted welcome officers know the fire safety rules in case of an evacuation by providing training and guidance as needed.
• Handle telephone calls, filtering and transmitting to the persons concerned.
• Replace the head of reception when necessary.

Other tasks

• Perform other related duties assigned by the Head of Service as required.

QualificationsIdeal Candidate ProfileAcademic Background

• A good general secondary education.

Professional Background

• Proven experience in meeting preparation and attendee reception.
• Experience receiving and/or managing VIPs or high-level delegations would be an advantage.
• Experience working in a multi-cultural environment would be an advantage.

Tools

• Very good knowledge of the MS Office package: Outlook, Word and Excel.

Languages

• Fluency in one of the two OECD official languages (English and French) and very 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).
• 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

.Additional InformationContract DurationOne year fixed term appointment, with the possibility of renewal.Closing Date:

• This vacancy will be filled as soon as possible, and applications should reach us no later than midnight Sunday 13 October at 23:59 (CEST).
• For retained candidates, video interviews are planned for late October, written tests in mid-November, and panel interview in late November, although kindly note that this indicative timeline may be subject to change.

• Depending on level of experience, monthly salary starts at 3 705.85 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.Please note that our Rules and Regulations stipulate that the mandatory retirement age is 67.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

€3705.85 per month

Location

Paris

Job date

Tue, 24 Sep 2024 22:18:20 GMT

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