OECD Personal Assistant, Director’s Office – ELS in Paris 141 views

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 Employment, Labour and Social Affairs Directorate (ELS)  is  looking for Personal Assistant to provide support to the Deputy Director’s office and to the Counsellor, to provide secretarial support and to organise events and meetings, official travel, the preparation of documents, publications and to carry out other general administrative duties. 

We are looking for a dynamic and innovative Personal Assistant to provide support to the Director’s Office and assist the Director and mainly the Deputy Director of ELS under the supervision of the Office Manager. S/he will also closely collaborate with the Counsellor and the Resource Management Team.

The selected work under the supervision of the Deputy Director in collaboration with the Director’s Office Coordinator.

Main Responsibilities

Executive Assistance

• Provide executive assistance to the Deputy Director’s office and Counsellor in setting up meetings and missions, paying particular attention to the rules and procedures of the Organisation;

• Assist the Deputy Director in managing his agenda and in establishing priorities in the planning of work commitments. Screen and forward telephone enquiries; make appointments and arrange meetings on their behalf; in close co-ordination with the Office Coordinator;

• Update and monitor the calendar for the Deputy Director’s office  in close co-ordination with the OSG, Director, Heads of Divisions and the Resource Management Advisor and ensure good communication flows with OECD management and staff;

• Monitor requests for information and briefings; disseminate as appropriate for action and follow-up, ensuring that deadlines are flagged and met;

• Foster and maintain good working relations on behalf of the Director and Deputy Director’s office with high-level officials within the OECD, national delegations, governments, business and other international organisations;

• Manage all routine matters not requiring the personal attention of the Deputy Director’s office.

• Contribute to the overall planning of activities and smooth running with the Office Coordinator of the Director’s and Deputy Director’s  office;

• Replace the Office Coordinator when on leave.

Coordination, administration and workflow management

• Take responsibility for all travel arrangements and processing of expense claims using SAP software, specifically for mission orders and expense claims for the Deputy Director. Ensure missions are liquidated and mission reports filed. Liaise with RM for missions planning and leave requests, purchase orders, and various administrative ad hoc requests;

• Establish and maintain effective record management under the supervision of the Office Co-ordinator, structured document retrieval and work flow management systems and maintain an easily accessible filing system (electronic and paper) for effective team work and creation of electronic books, upon request;

• Review and filter all  correspondence received. Draft routine correspondence and notes in both official languages (English and French);

• Stay abreast and manage the E-Share platform and community sites, as needed.

   

Organisational and logistical support

• Provide documents and any other relevant background information and briefing material including PowerPoint presentations for meetings;

• Assist with formatting documents, researching and assembling relevant briefing materials and background documentation.

• Organise official workshops, meetings and conferences (such as Working parties and committee meetings), including room reservation, preparation  of participant lists and provide secretarial support during the meetings;

• Act as back-up to other support staff in the Directorate, when necessary;
• Carry out other tasks, as required.

Ideal Candidate Profile

Academic Background:

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

Professional Background:

• Relevant experience as a personal assistant to a member of senior management, preferably in an international organisation;
• Excellent knowledge of the administrative rules and procedures of the Organisation 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. eOSG, eCouncil, eShare, Clearspace, SharePoint, Vignette, SAP Missions, Event Management System, Conference Reservation Management System, Authoring Environment, SRP and Prism.

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;

• 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 full list of OECD Core Competencies and the level 2 indicators.

Contract Duration

• Monthly base salary starting from 4 062 EUR, plus allowances based on eligibility, exempt of French Income tax.

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.

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