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 Development Centre (DEV) helps developing countries and emerging economies find innovative policy solutions to promote sustainable growth, reduce poverty and inequalities, address gender equality and improve people’s lives. The Centre facilitates policy dialogue between governments, involving public, private, and philanthropic actors. Countries from Africa, Asia and Latin America participate as full members in the Centre, where they interact on an equal footing with OECD members.

The Economic Transformation and Development Division carries out high-impact global research and policy advice with and for developing countries on industry, trade, innovation, infrastructure and territorial development with a view to support developing countries better navigating the evolving globalisation landscape, crafting, and implementing better development strategies. The Economic Transformation and Development Division hosts the OECD Initiative for Policy Dialogue on GVCs, Production Transformation and Development, Cities Connect, the initiative for policy dialogue on intermediary cities (co-managed with UN-Habitat), and implements the Production Transformation Policy Reviews and the Compendium on Quality Infrastructure. The Division carries out policy-oriented research in areas linked to global and regional value chains, innovation, start-ups, cities and territorial development, and infrastructure for development.

The Centre is looking for a Programme Assistant to carry out a wide range of administrative and secretarial tasks in support of the Economic Transformation and Development Division. The Programme Assistant will work under the direct supervision of the Head of Division and in close cooperation with the team members and in liaison with the Central Management Unit (CMU).

Job Description

Main responsibilities

Responsibilities will vary according to the needs of the assigned Division/Unit and team.

Administrative and project coordination support

• Assist the Head of Division in planning work commitments and maintaining a schedule of action points. Anticipate needs, flag priority issues requiring immediate attention and ensure deadlines for these are met and recommend follow-up actions.
• Acts as contact point for Director’s Office requests and ensure timely responses to requests.
• Managing agenda, setting up meetings with internal and external stakeholders, supporting project planning, setting up mechanisms to ensure timely accomplishment of tasks.
• Handling internal and external correspondence (drafting and sending emails) and communications (setting up audio/video calls) and maintaining a filing system, tracking requests and projects to ensure that deadlines are respected.
• Organising and ensuring effective participation of external partners to the Division’s activities.
• Managing contact list database and ensuring it is updated.
• Preparing relevant meeting correspondence and documents.
• Arranging translation of agendas and background documents. Formatting and uploading of official documents onto the dedicated platform (O.N.E), Power Point Presentations.
• Organising the meetings of the Division at the OECD, abroad and online.
• Drafting invitation letters, liaising with external partners to ensure smooth logistics for the meeting. Arranging all issues related to meeting organisation (catering, accommodation, meeting rooms, interpretation services).
• Creating visuals for save-the-dates, invitations, agenda covers and other documents using the desktop design tools.
• Setting up processes to streamline meeting organisation to increase quality and productivity.

• Maintaining regular correspondence with the members of the Initiative overall the year, sending of save the dates, key outcomes, answering to enquires.
• Support the monitoring of the budget, in close collaboration with the Directorate’s Resource Management Unit
• Assist with the recruitment of staff and interns as well as onboarding as needed.
• Provide backup assistance to other administrative staff across the Directorate, as necessary.
• Carry out other official tasks reasonably assigned by the line manager.

Events and business travel management

• Take a lead role in the logistical organisation of meetings and events, held both in Paris and abroad (physical, hybrid, and virtual). This includes meeting room reservations, catering arrangements, preparation of relevant meeting documents and maintenance of participants lists. For meetings abroad, liaise with event organisers and other parties regarding logistics (budget estimates, conference venues, hotel accommodation, invitations, registration, documentation, social events).
• Provide support during meetings and act as a focal point for contacts with delegates and external interlocutors and incoming requests.
• Organise business travel for staff members and invited guests which includes travel and hotel bookings, visa applications, processing mission orders, expense claims or invitation letters for experts and other follow-up actions.
• Travelling to the venue of the meeting might be required.

Documents, publications, web support and events

• Prepare complex documents in word for submission to the OECD platform, Proofread and revise text to ensure correct grammar and presentation. Manage document production, formatting (ONE Author), publication, and printing processes in close collaboration with the Policy Analyst and Directorate for Communications.
• Update and maintain the website of the Division. Ensure that new reports are uploaded and made available in conjunction with the publication launch. Work with the Directorate’s Communications Unit to track site visitors and improve presentation and visibility of the work of the Division/Units.
• Format and post documents, register participants, compile table plan, organise travel for external participants, liaise with delegations and conference services, and create and run PowerPoint presentations.

Other tasks

• Follow-up on Intellectual Services contracts and manage payments. Ensure timely payment of invoices. Ensuring invoices are paid in a timely manner in coordination with the CMU.
• Monitoring and tracking Division’s expenditures & budget and activities implementation, ensuring updated information is regularly shared between the Division and CMU. Providing updated information to CMU for project reporting.
• Liaising with CMU for team’s contracts and acting as timekeeper for the team in coordination with the CMU.
• Organising Division team buildings and other team activities.
• Collaborating with other assistants in the implementation of DEV flagship events and offering backup for colleagues when needed.

Qualifications

Ideal Candidate Profile

Academic Background

• Good level of secondary education. Targeted training as secretary/assistant.

Professional Background

• Relevant secretarial and/or administrative experience, preferably in an international environment.
• Experience in project co-ordination and budget management, preferably in an international organisation.
• Experience working with voluntary contributions /grant donors would be an advantage.
• Experience in editing different written materials such as brochures and publications in English.
• Knowledge of the OECD’s structure, processes, regulations, or experience in a similar role in another international organisation, would be an advantage.
• Experience in personal assistance and office management, organisation of meetings, missions, web management and document formatting

Tools

• Excellent command of, and experience in, the standard range of software packages (Microsoft Office, O.N.E. Author, EMS, CRMS, SRP, SRM, T4 Web Design, SAP Mission, PRISM application) or a capacity and willingness to quickly learn new IT tools.
• Good knowledge of desktop design tools (e.g. Adobe Creative Suite) and experience with IT collaborative platforms (e.g. eShare, MS Teams)
• Excellent knowledge of OECD video conferencing facilities and communications tools or a capacity and willingness to quickly learn similar tools.

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 (Level 1); Enable People (Level 1); Ethics and Integrity (Level 1); Collaboration and Horizontality (Level 1); Achieve Results (Level 1); Innovate and Embrace Change (Level 1).
• To learn more about the definitions for each competency for levels 1-3, please refer to OECD Core Competencies.

Languages

• Fluency in one of the two OECD official languages (English and French)
• Ability to review and polish texts and to draft concise correspondence and notes as well as to respond to enquiries in both English and French. Knowledge of other languages would be an asset.

Additional Information

Closing Date

• This vacancy will be filled as soon as possible, and applications should reach us no later than 23h59 on 06 October 2024 (Paris time).

Contract Duration

• Fixed term contract for 12-months with the possibility of renewal.
• Ideal start date: June 2025

What the OECD offers

• Depending on level of experience, monthly salary starts at 4 302.38 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 one grade lower in the specified job family, based on the qualifications and professional experience of the selected applicant.

Salary Information

• Please note that the appointment may be made at one grade lower in the specified job family, based on the qualifications and professional experience of the selected applicant.

Selection Process

• For retained candidates, written tests, panel interviews will be implemented.
• 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 and Development Centre 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 to improve its efficiency and effectiveness. Staff members are encouraged to actively contribute to this goal.