Programme and Event Co-ordinators (several positions), Paris, France 170 views

Programme and Event Co-ordinators (several positions) ( Job Number: 13628 )

Application Closing Date: 21-06-2020, 9:59:00 PM

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.

To support implementation of the 2030 Agenda for Sustainable Development, the Development Co-operation Directorate (DCD) collects and analyses data, provides policy advice, and builds multi-stakeholder partnerships to promote policy reform and increase impact on the ground, stimulate new co-operation modalities, adapt international measurement frameworks, and ensure that innovative approaches to financing sustainable development benefit the poorest first, in order to leave no-one behind.

DCD is looking for dynamic, skilled and highly versatile Programme Co-ordinators to ensure the efficient and smooth functioning of programme support functions by carrying out a wide range of executive, organisational and administrative tasks, with oversight responsibilities for support workflow/event/document/publications management.

The selected candidates will report to a Head of Division/Unit, and support specific teams as applicable.

The actual responsibilities will vary according to the business needs of the assigned Division/Unit.

Main Responsibilities

Executive and administrative assistance

• Provide executive assistance by co-ordinating and managing the operational/logistical elements of the work of the Division/Unit. Manage agenda scheduling and establish priority needs for support in the planning of work programme commitments.
• Manage the flow of information with the DCD’s Directors’ Office, other parts of the Directorate, and with other OECD Directorates. Build and foster excellent client relations with persons at all levels inside and outside the Organisation including Paris-based delegates, officials in capitals, invited experts and service providers. Respond to enquiries in a timely manner, and draft concise correspondence in both official languages (English and French).
• Cultivate a spirit of team cohesion within the Division/Unit, foster horizontal collaboration across the Directorate, and propose and contribute to the implementation of related initiatives.
• Schedule and attend Division/Unit Management Meetings, draft summaries and highlight action points, and ensure follow-up to facilitate the smooth organisation of the Division/Unit’s work programme.
• As focal point with the DCD’s Central Management Unit (CMU), cultivate and maintain a strong overall understanding of the Division/Unit’s budget allocation and resource availability on different sources of funding, including voluntary contributions (VCs), support implementation and identification of best practices.
• Support the Head of Division/Unit with recruitment processes and ensure tight coordination with the CMU.
• Organise and process official travel (missions, bookings, visa, expense claims, etc.); prepare and monitor invitations for invited guests and contracts/payments for intellectual service providers.
• Coordinate the Division/Unit’s events, particularly in relation to staff well-being, and oversee and monitor Division/Unit timekeeping.

Co-ordination of support staff work/work requirements

• Oversee administrative workflow management, monitor timelines and milestones and co-ordinate with relevant actors to ensure Division/Unit workflow efficiency, timely completion of tasks and compliance with the Organisation’s procedures.
• Assess and co-ordinate the workload of the Division/Unit’s assistants to ensure an efficient and fair distribution of work. Anticipate workload peaks, identify issues and propose solutions to Head of Division/Unit for implementation.
• Advise line managers on performance objectives and training for support staff.
• As first contact point for newly recruited staff, ensure a full onboarding is provided and that junior support staff receive the the training needed to be fully operational.
• Ensure quality assurance (syntax, spell check, presentation) of the Division/Unit’s documents and products, including complex documents in Word for submission to O.N.E or documents that will be published on the web or on OECD’s iLibrary.
• Make innovative use of tools and technologies to support teamwork and introduce creative ways of reaching out and organising a range of events with different types of stakeholders.

• Tags

  international relations

  logistics

  new technologies

  political science

  project management

  sustainable development

• Participate in Directorate-wide exercises to design and implement new tools that will improve the effectiveness and efficiency of work programme delivery, e.g. eShare, contacts database, project management and planning tools.
• Actively keep abreast of OECD’s full range of corporate systems and procedures, and ensure the support team is up to speed with these; develop and disseminate best practices to ensure optimal working practices are consistently applied across the Division/Unit.
• Compile, co-ordinate and oversee the scheduling of all international meetings and events organised by the Division/Unit and coordinate dates with other parts of the Directorate as necessary. Identify and plan in advance for pressure points to ensure optimal organisational and logistics for all meetings.

Ideal Candidate Profile

Academic Background

• A good level of secondary education with subsequent relevant professional experience. A university degree in a relevant area such as economics, history, political science, international relations, and experience in an international work environment would be an advantage.

Professional Background

• Solid relevant experience in similar roles, preferably in an international organisation.
• Experience in project co-ordination and project budgets with strong numeric skills.
• Excellent knowledge of the Organisation’s administrative and meeting protocol and procedures or relevant experience acquired in other international organisations.
• Broad knowledge of current and emerging technologies and tools and a demonstrated ability to thrive and innovate in a technology-driven environment.
• Demonstrated ability to design and introduce new work flows for programme efficiency.
• Knowledge of the Directorate’s work and a broad interest in development issues would be an advantage.

Tools

• Excellent knowledge and experience in the use of the Microsoft Office Suite (Word, Excel, Outlook, Powerpoint) or the ability to quickly learn the standard range of software packages used in the Organisation and to make optimal use of these tools and any new technologies: SRM, eShare, O.N.E. Author, Community Space, SAP Missions, SAP HCM, Event Management System (EMS), Conference Reservation Management System (CRMS), SRP and Prism. Proficiency in remote conferencing tools e.g. Webex, Zoom.

Languages

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

Core competencies

• For this role, the following competencies would be particularly important: Analytical skills, Achievement focus, Drafting skills, Flexible thinking, Managing Resources, Client focus, Diplomatic sensitivity, Organisational Knowledge, Organisational Alignment, Teamwork and Team Leadership.
• Please refer to the full list of OECD Core Competencies and the level 2 indicators.

Contract Duration

• Fixed term contract for 12-months with the possibility of renewal with 6-month probation period.
• Ideal start date: as soon as possible.

Selection Process

For retained candidates, invitations to video interviews and written tests will be administered in late June. Panel interviews will be conducted in July either in person or by Zoom.

What the OECD offers

• Monthly base salary starting from 4062 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.