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 Directorate for Legal Affairs (LEG) is a small and highly integrated team that provides advice and information on the legal, institutional and procedural aspects of the Organisation’s activities. The Directorate also serves as coordinator of the discussions with candidate countries for OECD membership, which involves the analysis of the candidate’s position on some 272 OECD legal instruments.

We are looking to recruit a dynamic and experienced Personal Assistant to provide support to the Director and Deputy Director. S/he will carry out a full range of administrative tasks liasing between the Director’s Office and the rest of LEG, with the Office of the Secretary-General, as well as with other Directorates. The successful candidate will need to have excellent organisational skills and attention to detail and the ability to carry out assignments with minimum supervision. S/he will thrive on multi-tasking and welcome the challenge of working in a fast-paced environment.

Main responsibilities

Executive assistance

·       Provide proactive and timely executive assistance to the Director and Deputy Director, manage their calendar of appointments, organise meetings and manage their electronic agendas on their behalf, filter telephone calls and receive visitors, answer enquiries of a routine nature in both official languages, draft and send out correspondence on his/her own initiative or on instruction.

·       Assist in organising the workload of the Director and Deputy Director, by managing the flow and storage of information to their offices. Anticipate needs, flag priority issues requiring immediate attention and take initiative to follow-up on matters that do not require their personal attention.

·       Ensure deadlines are met and recommend follow-up actions.

·       Ensure internal liaison within the Directorate.

·       Organise missions including business travel arrangements, visa applications, mission agenda management and registration at events, processing mission orders and expense claims using SAP software, compile briefing files, and any follow up action as necessary.

·       Provide briefing and supporting background material prior to meetings.

·       Prepare contracts for services and ensure their timely payment.

·       Ensure the transfer of information in the records management (OECD.Records) and sharing systems (O.N.E Secretariat, ONE Drive, MS Teams) paying particular attention to the handling of highly sentsitive and confidential information.

·       Foster and maintain good working relations with correspondents.

Meeting organisation and documents

·       Assist with the preparation and organisation of meetings and conferences (on-site, virtual, hybrid). Manage all logistical arrangements (room reservations, catering, participants lists, badges, etc.).

·       Prepare documents in accordance with the OECD standard formats (O.N.E Author).

·       Prepare meeting documentation files for the Director and Deputy Director, using the Organisation’s information tools (O.N.E M&P, Internet, OECD website).

·       Support the preparation of oral and written presentations by developing and editing PowerPoint presentations and written materials.

Other duties

·       Assist other members of the team as necessary and replace or coordinate replacement for them in their absence.

•     Carry out other related tasks as required.

Ideal Candidate Profile

Academic Background

·       A good secondary level of education and proven experience in administrative and secretarial functions, preferably within an international environment.

Professional Background

·       Relevant secretarial or administrative experience, preferably in an international environment.  Experience in a legal setting would be an advantage.

·       Good knowledge or capacity to learn quickly the administrative rules and procedures of the Organisation, in particular with respect to the procedures to be followed for the organisation of meetings and official travel.

·       Ability to draft routine correspondence in both official languagues.

·       Experience managing requests according to strict deadlines and ability to work rapidly and accurately under pressure. Ability to work independently and take initiative.

Tools

·       Excellent knowledge and experience in the use of Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).

·       Knowledge of or the ability to quickly learn the standard software packages and information tools used at the OECD (eOSG, eCouncil, eShare, SAP, SRM, SRP, Event Management System (EMS), O.N.E, OECD.Records).

·       Proficiency in remote and hybrid conferencing solutions (Teams, Skype, Zoom).

Languages

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

Core Competencies

·       For this role, the following competencies would be particularly important: Achievement Focus, Flexible thinking, Teamwork, Client Focus, Diplomatic Sensitivity.

·       Please refer to the OECD Core Competencies and the level 2 indicators.

Contract Duration

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

Salary Information

Please note that the appointment may be made at a lower grade based on the qualifications and professional experience of the selected applicant.

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.