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 Organisation for Economic Co-operation and Development.  Both the OECD and the IEA seek opportunities to work with an increasing number of non-members of growing importance to the world economy.

The Executive Office (EXO) is looking for an Assistant to provide support for work on a variety of tasks including office management and event and meeting organisation.  The selected candidate will work under the supervision of the IEA Chief of Staff.    Responsibilities will vary according to the needs and workload; the selected candidate may also  be asked to help out in other Directorates of the IEA as needed.

Main Responsibilities

•          Contribute to the smooth running of EXO, working closely with the Senior Assistants in the office.
•          Carry out administrative tasks as requested, including the ordering of office supplies, reimbursement of reception expenses, filtering incoming calls and responding to general telephone enquiries.
•          Maintain a tracking system of incoming conference invitations and enquiries for the Executive Office.  Draft and transmit official replies based on instructions from EXO colleagues.
•         Draft routine emails and letters on the request of the IEA Chief of Staff, the Special Advisor and/or Senior Executive Assistants.
•          Assist with IEA high-level conference invitation mailings and follow-up.
•          Assist with preparation of briefing materials as required by the Executive Director and Deputy Executive Director in advance of their official engagements.

Meetings and missions:

•         Assist with the organisation of Executive Office high-level events and meetings, including Ministerial events, senior management retreats, all staff meetings and staff social events;
•          As requested, organise and prepare official missions for EXO staff using SAP software; processing of expense claims;.

Other Duties

•          As a back-up and in the absence of one of the Assistants, help manage the calendars and receive guests as appropriate.

Continuous learning and process improvement

•          Keep informed about the Agency’s work commitments, milestones and main sources of funding. Pro-actively suggest improvements to existing administrative processes, workflows and working methods.
•           Keep abreast of the relevant financial rules pertaining to assigned workflows.

Ideal Candidate Profile

Academic Background:

•          Secondary level of education. 
•          Training as a secretary/assistant would be an advantage.

Professional Background:

•          Relevant experience as a secretary/assistant, preferably in an international organisation with experience in the organisation of large meetings both on site and abroad.
•          Excellent knowledge of the administrative rules and procedures of the Organisation, as well as of the procedures to be followed for the organisation of meetings and missions, or proven ability to learn and assimilate new rules and procedures quickly.
•          Experience in the preparation (formatting, editing and proofreading) of documents/publications.

Tools:

•          Excellent knowledge and experience in the use of  Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and the ability to quickly learn the standard range of software packages used in the Organisation e.g. eOSG, eCouncil, eShare, Clearspace, SharePoint, Vignette, SAP Missions, Event Management System, Conference Reservation Management System, Authoring Environment, SRP and invitations system.

Languages:

•         Working knowledge of both OECD official languages (English and French) , with the ability to draft routine correspondence in both languages. 
•         Knowledge of other languages would be an asset.

Core Competencies

•          For this role, the following competencies would be particularly important: achievement focus, drafting skills, teamwork, client focus and diplomatic sensitivity.
•          Please refer to the level 1 indicators of the OECD Core Competencies.

Contract Duration

·         Six months (possibility of renewal)

·         Ideal start date: September/October

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 2,750.00 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.