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 International Energy Agency (IEA) is an intergovernmental organisation committed to advancing security of energy supply, economic growth and environmental sustainability through energy policy co-operation.  The IEA operates as an autonomous body within the framework of the OECD. Both the IEA and the OECD seek opportunities to work with an increasing number of non-member countries of growing importance to the world economy. The Agency aims to foster the contribution of the energy sector to economic development and environmental sustainability across the globe.

The Office of Global Energy Relations (GER) was created to strengthen IEA engagement with key Accession, Association and partner country stakeholders, to articulate the IEA’s role vis-à-vis other international organisations and fora as well as to ensure cross-Agency co-ordination of these activities. The Office of Global Energy Relations is looking for a skilled and motivated Assistant to join the Division of Asia Pacific and Partnerships to provide support to the Head of Division and the team. The selected candidate will work under the supervision of the Head of the Division.

Job Description

Main responsibilities

Administrative Assistance

• Draft correspondence and notes, manage calendars, information flows and records.
• Organise workshops, meetings and conferences. This may include managing room reservations, catering arrangements, preparation of documents and participant lists, and other general support during meetings.
• Act as an administrative focal point for contacts with Member Delegations and other external interlocutors.
• Organise business travel including bookings, visa applications and processing of expense claims.
• Prepare and process contracts and associated payments for intellectual service providers and invited experts.
• Provide assistance in the preparation and updating of documents, publications, websites and social media in both official languages (English and French). This may include sub-editing, proof-reading and formatting.

Continuous learning and process improvement

• Pro-actively suggest improvements to existing administrative processes, workflows and working methods.
• Adopt a continuous learning approach with regard to evolving corporate systems and procedures and other relevant IT tools.
• Keep abreast of the relevant financial and/or human resource rules pertaining to assigned workflows.

Qualifications

Qualifications

Academic Background

• Secondary level of education, preferably with office management, secretarial and language studies.

Professional Background

• Relevant experience, ideally in an international environment, including preparation of documents/publications and organisation of large-scale meetings and events, as well as travel management.

Tools

• Excellent knowledge and experience in the use of Microsoft Office Suite and proven ability to learn new systems rapidly. Experience in using mission software (such as SAP) and web management software (such as T4) would be an advantage.

Languages

• Fluency in one of the two OECD official languages (English and French) and knowledge of the other, with a commitment to reach a good working level. For certain positions, 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 (1), Enable People (level 1), Ethics and Integrity (level1) , 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 OECD Core Competencies.

Additional Information

Closing Date:

• This vacancy will be filled as soon as possible, and applications should reach us no later than midnight 21 November 2024 (CEST).

Contract Duration

• 6 months, with the possibility of renewal.
• Ideal start: December2024/January 2025
• This opportunity is primarily open to serving officials. It is also open to temporary staff.

Salary Information  

• Salary and conditions will depend on the experience of the selected candidate as well as on her/his status (temporary staff or official).  
• For temporary staff, salary starts at 2570 EUR. 

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.