Company Description

The Organisation for Economic Co-operation and Development (OECD) 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 NUCLEAR ENERGY AGENCY

The Nuclear Energy Agency (NEA) is an intergovernmental agency which operates under the framework of the Organisation for Economic Cooperation and Development (OECD). It facilitates co-operation among countries with advanced nuclear technology infrastructures to seek excellence in nuclear safety, technology, science, related environmental and economic matters and law. The mission of the NEA is to assist its 34 member countries in maintaining and further developing, through international co-operation, the scientific, technological, and legal bases required for a safe, environmentally sound, and economical use of nuclear energy for peaceful purposes. It strives to provide authoritative assessments and to forge common understandings on key issues as input to government decisions on nuclear technology policies.  

The NEA is looking for an Assistant to carry out a wide range of assistant and administrative duties in support of the work of the Division of Radiological Protection and Human Aspects of Nuclear Safety (RP-HANS). The selected candidate will report to the Head of Division and will work in close collaboration with other assistants.

Job Description

Meeting and travel organisation

• Organise workshops, meetings, symposium and conferences, including room reservation, preparation of participants lists and secretarial support during the events.
• Prepare documents, edit reports, and any other relevant background information and briefing material including PowerPoint presentations.
• Organise and prepare official missions for staff including travel arrangements and processing of expense claims using Concur SAP software; compilation of briefing files and assist in the preparation of mission reports.
• Create and update dedicated and restricted event webpages.

Administrative Assistance and Office Co-ordination

• Assist the team with administrative tasks, including document management, calls and agenda management. Maintain office databases.
• Process mission orders and organise official travel, including hotel reservation, ticket purchasing and expense claims, etc. Prepare information files relating to missions.
• Collect background information in view of preparing contract and invitation letters.
• Assist the Head of Division in organising and tracking the work of the Division and managing the flow of information to, from and within the Division.
• Perform administrative duties such as the drafting of routine correspondence in both official languages of the Organisation, keeping track of pending issues, maintaining and improving records, management of shared Outlook calendar; maintaining an easily accessible filing system; tracking deadlines and dealing with matters not requiring the personal attention of the Head of Division.

Publications, documents and web pages

• Provide assistance in the preparation of documents, reports and publications, in both official languages (English and French), in accordance with the OECD and NEA Style Guide. This includes proofreading, formatting, and the use of OECD standard software. Oversee the workflow of the Division’s publications.

Other duties

• Act as back-up to other support staff when necessary.
• Carry out other tasks, as required.

Qualifications

Academic Background

• Post-secondary education in a relevant field.

Professional Background

• Relevant experience in a similar role, preferably in an international organisation. Experience in the organisation of large meetings both on site and abroad would be an asset.
• Excellent knowledge of the administrative rules and procedures of the Organisation, as well as of the procedures for the organisation of meetings and missions.

Tools

• Good knowledge and experience of the use of Microsoft Office Suite (Word, Excel, Outlook, PowerPoint, Microsoft Teams) and a range of OECD software packages e.g. SAP Missions, Event Management System, Conference Reservation Management System, O.N.E, SRP, SharePoint, Concur and ability to quickly learn other range of software packages.

Additional Information

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).
• To learn more about the definitions for each competency for levels 1-3, please refer to OECD Core Competencies.

Languages

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

Closing Date:

• This vacancy will be filled as soon as possible, and applications should reach us no later than 2 April 2024, 23:59 Paris time.

Contract duration

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

What the OECD offers

• Depending on level of experience, monthly salary starts at 3 705 EUR, plus allowances based on eligibility, exempt of French income tax.
• Click here to learn more about what we offer and why the OECD is a great place to work.
• Click here 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.

Salary Information

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.

Selection Process

For retained candidates, written tests/video-recorded interviews are foreseen during the first half of April 2024 and panel interviews are foreseen during the second half of April 2024.

The OECD is an equal opportunity employer and welcomes the applications of all qualified candidates [who are nationals of NEA or 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.