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.

The IEA seeks an Assistant for the Office of the Legal Counsel (OLC).  OLC acts as Secretariat to the IEA Governing Board (GB) and handles all legal issues related to IEA institutional, procedural, administrative and operational matters.

The selected candidate supports and reports to the Chief Legal Counsel (CLC). S/he also assists the Deputy Chief Legal Counsel (DepCLC) where necessary and works in close collaboration with other OLC staff. Essentially, s/he is the “face” of OLC / GB Secretariat for the IEA, Delegations and outside clients and needs to be able to establish and maintain excellent relations, with these stakeholders as well as with IEA colleagues at all levels.  Being privy to sensitive and confidential information handled by OLC, the Assistant needs to exercise tact, absolute discretion/confidentiality, political awareness and understanding, punctuality, rigour and accuracy.  Additional key attributes include strong organisational skills, initiative and commitment as well as the ability to multi-task, establish priorities and meet tight deadlines.  Finally, the Assistant needs first rate interpersonal and inter-cultural skills and a hands-on attitude to work.

Main Responsibilities

Governing Board and Ministerial Support

·       Assist in the coordination, and documents preparation, for meetings and all other decision-making processes of the Governing Board.

·       Review and undertake final editing of all meeting documents; upload documents to the O.N.E. platform and on the Delegates’ Hub portal; coordinate receipt, transmission and uploading of finalised PowerPoint presentations.

·       Assist, as needed, in drafting Governing Board documents for which OLC is responsible.

·       Monitor GB Secretariat,  GB Chair and Ministerial email inboxes.

·       Send registration instructions, monitor and follow-up on Heads of Delegation and IEA secretariat attendance lists (in-person and remote).

·       Ensure all GB dates and meeting room requests are entered into the SharePoint calendar, the Chief Legal Counsel’s calendar, and the Delegates’ Hub portal.

·       Liaise with OECD Interpretation service ensuring timely transmission of necessary  meeting documents and presentations to interpreters.

·       Organise bilateral meetings for the GB Chair, or the Ministerial Chairs as required.

·       Assist in plenaries of Governing Board, Governing Board Bureau and other meetings of the Governing Board Chair and maintain the archives of the Governing Board. Take notes and record transcripts, as required.

·       Maintain OLC internal Governing Board emailing lists and list of Governors by Seniority.

·       Attend Ministerial Bureau and  Ministerial Task Force meetings and follow up on allocated tasks.

·       Monitor 2024 IEA Ministerial inbox and provide assistance in logistical planning and general preparations of the Ministerial.

·       Assist with finalising Ministerial invitation letters and onward transmission to Ministers and others.

·       Provide in-person assistance at Ministerial.

Executive Assistant to Chief Legal Counsel (CLC) and administrative support to the GB Chair

·       Provide proactive and timely executive assistance to CLC (and to DepCLC where necessary); organise appointments and all official engagements optimising planning for CLC/DepCLC and ensuring co-ordination within OLC, EXD and with the IEA Governing Board Chair and Bureau, as required.

·       Proactively manage, maintain and co-ordinate the electronic agenda, ensuring required information is accurate and up-to-date. Filter telephone calls and answer enquiries of a routine nature. Receive visitors.

·       Identify and assemble relevant documentation and briefing material for CLC meetings, with attention to detail and timeliness, to ensure they are appropriately prepared for all CLC’s engagements.

·       Take meeting notes and provide short summary records, as required. Follow-up on outstanding agenda items in a timely manner. Organise and circulate OLC team meetings chairperson roster; book meeting rooms well in advance.

·       Exercise good judgement and initiative to manage all routine matters not requiring CLC’s/DepCLC’s personal attention, ensuring smooth and efficient co-ordination.

Copyright and contracts

·       Launch contracts and other legal documentation for e-signatures; monitor signature process and transmission of fully signed contracts to appropriate project managers and assistants;  prepare and draft related correspondence as requested by Counsels; ensure filing of fully signed contracts according to OLC procedures.

·       Manage all rights permissions and date erasure requests via [email protected];answer copyright and intellectual property-related requests from the public and internal colleagues; keep abreast of Creative Commons licences and the corresponding terms and conditions. Under the supervision of Counsels, use templates to draft straightforward Letters of Agreements, Translation Licences and other Licence Agreements and prepare, review and finalise legal documentation requested by customers relating to purchases of IEA products e.g. Acts of Acceptance.

OLC Support

·     Assist OLC in carrying out the usual range of office administrative support tasks, including: compiling documents before meetings; setting up and/or maintaining appropriate filing systems (paper and electronic); sorting and distributing incoming mail and ensuring that it is answered in good time; collecting information as required and presenting it in an appropriate form, assisting in the synthesising, editing and formatting of legally-related information produced by OLC; finalising the OLC weekly report for CLC approval; acting as timekeeper for OLC (recording on-site presence, teleworking, annual and sick leave etc.); preparing agendas, taking notes and preparing summaries as required for OLC team meetings; ordering stationery; booking meeting rooms.

·       Co-operative Agreements: update the Cooperative Agreements (CoAs by Organisation, by Country and, Under Consideration) pages on the Delegates’ Hub; ensure updated and current list of all CoAs in excel tracking file; file signed CoAs appropriately – both hard and electronic files.

·       Travel: make all practical arrangements; prepare mission orders; briefing folders and expense claims in a timely fashion.

·    Finalise and process all necessary internships administrative forms with EXO, HR and IT Support; organise interns’ interviews with Legal Counsels; welcome and assist interns and new colleagues to integrate into OLC on arrival.

·       Create Shopping carts as required and undertake invoice payment in SRM; process all OLC staff reimbursement requests.

·       Actively contribute to OLC’s efficiency initiatives to improve administrative practice and actively identify more streamlined and efficient ways of working.

·       Cover the functions of OLC’s Legal Assistant in her/his absence, as appropriate and assist with other projects in OLC, as needed. 

Ideal Candidate Profile

Academic Background

·       Secondary level of education.

Professional Background

·       Excellent attention to details.

·       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.

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. SharePoint, SAP Missions, Event Management System, O.N.E. Author, DocuSign.

Languages

·       An excellent written and oral command of one of the two official languages of the OECD (English and French) and very good knowledge of the other, with the ability to draft routine correspondence in both languages.

Core Competencies

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

Contract Duration

·       12-months with possibility of renewal.

·       Ideal start date: 18 September, 2023 (or earlier)

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 EUR 2,750.00.

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.