The OECD – Who We Are, What We Do

The OECD is a global economic forum working with 37 member countries and more than 100 emerging and developing economies to make 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. The Organisation provides a unique forum in which governments work together to share experiences on what drives economic, social and environmental change, seeking solutions to common problems.

The Sahel and West Africa Club (SWAC)

The Sahel and West Africa Club (SWAC/OECD) is an international platform for policy dialogue and analysis, devoted to building effective regional policies to improve living conditions in West Africa, whose Secretariat is hosted by the OECD. Created in 1976, it is the only international entity entirely dedicated to regional co-operation in Africa. SWAC/OECD facilitates co-ordination and conducts independent analysis, which it uses to devise guidelines and policy tools for Members and stakeholders across a range of themes, notably food security, food systems, cities, territories and environment.

The Management & Partnerships Unit (M&P) is a strategic operational unit which supports the activities of the Secretariat and strives to nurture existing relationships with SWAC members and partners as well as develop new ones. As a result, the Unit supports the thematic Divisions in key areas such as event management, travel and the maintenance of the Secretariat’s contact database.  

Role

We are looking for a proactive, dynamic Assistant to support the implementation of SWAC’s Programme of Work and Budget by providing transversal support to SWAC’s thematic programmes. This includes supporting the organisation of events including travel arrangements, preparing contracts and communication materials, as well as co-ordinating the finalisation of documents or publications. She/He will report to the Head of Management and Partnerships Unit, whilst working closely with the entire Secretariat, but most notably the Events coordinator and Resource Management Advisor.

Main Responsibilities

Event organisation

• Lead the preparation of all SWAC events (in-person, virtual and hybrid), both in Paris and abroad, working closely with the Events coordinator.
• Carry out related administrative work including, but not limited to, the reservation of meeting rooms, liaising with relevant conference services/providers, and providing secretarial support during the meetings as required.
• Keep the SWAC Events calendar up-to-date in order to be able to plan the preparation of events well.
• Take a generally proactive approach to the organisation of meetings, identifying areas to streamline processes or gain efficiencies.
• Liaising with SWAC members and OECD delegates and delegates from other institutions: draft correspondence with delegates and disseminate relevant materials to participants and registering delegates for various events.

Administration

• Organise business travel including bookings, visa applications and processing of expense claims for both SWAC officials and funded participants.
• Prepare and process contracts and associated payments for intellectual service providers and invited experts.
• Oversee the maintenance of the database of SWAC’s target audience and key contact / distribution list.
• Adopt a continuous learning approach with evolving corporate systems, procedures (notably finance/HR related) and other relevant IT tools.
• Other tasks, as required by the evolution of the Secretariat and the role, including provision of back-up where necessary and appropriate.

Communications

• Provide assistance in the preparation and updating of documents including proof reading/editing, publications, websites and social media in both official languages (English and French).
• Finalise and format official meeting documents, including uploading to ONE.
• Co-ordinate the translation and layout process of documents.
• Provide support to Units for the implementation of their monitoring and evaluation plans.

Ideal Candidate Profile

Academic Background

• Preferably post-secondary level of education in a relevant subject.

Professional Background

• At least two years of proven experience providing research / administrative assistance in an international environment;
• Experience demonstrating the ability to work independently and with good judgement;
• Strong organisation and time management skills and ability to manage competing priorities;
• Experience demonstrating the ability to communicate, foster and maintain excellent working relations with colleagues at all levels within the Organisation.
• Experience in liaising with VIPs and protocol matters.

• Excellent knowledge of and experience in the use of Microsoft Office Suite (Word, Excel, PowerPoint);
• Proficiency in the use of AdobeCreative Cloud (Illustrator, Indesign, Photoshop, Adobe Premiere), Final Cut Pro, Soundcloud would be an advantage;
• Proven ability in using administrative applications/programs/tools such as SAP (SRM, SAP Missions, SRP, CRMS, etc.) and the ability to master the use of new applications;
• Good knowledge and experience working with virtual meeting software such as Zoom, MS Teams etc.

Tools

• Very good IT skills acquired through practical experience of Office Suite, in particular PowerPoint and Word.

Languages

• Fluency in both of the OECD official languages (English and French).

Core competencies

• The following OECD Core Competencies are particularly important: Achievement focus, Drafting skills, Teamwork, Client focus and Diplomatic sensitivity.

What the OECD offers

• Monthly base salary starting from 4 422 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.
• 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 that are nationals of OECD member countries  member countries and of West African countries covered by SWAC/OECD (15 ECOWAS member countries and Chad and Mauritania), 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.