Event and Project Coordinator GA4
Event and Project Coordinator GA4
Posted on :
25-12-2024
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1 Vacancy
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Job Description
Main Responsibilities
Events and meetings management
- Organise coordinate and manage the planning preparation implementation and followup of all the events organised by the Division at OECD Headquarters Paris and outside the OECD.
- Provide all information and guidance necessary to enable effective event management throughout all the different stages of the event organization.
- Provide input and guidance to the Divisions events to both the substantial and administrative parts of the meetings including room reservation preparation of participant lists and relevant materials and support during the meetings.
- Put in place a methodical system of statistics provision relative to events to measure participation satisfaction gender etc. and keep those statistics up to date on a regular basis.
- Stay abreast of new technologies and innovations in the field of event organisation and propose improvements to existing services and operational procedures.
- Assist with the preparation of meetings including relevant documents and reports in the O.N.E Author PowerPoint presentations ensuring room documentation publications and other materials are available.
- Provide assistance in the preparation of documents and reports in both official languages in accordance with the OECD Style Guide. This includes proofreading formatting and the use of OECD applications as appropriate.
- Manage the rooms on site and virtual during meetings and events.
- Oversee and coordinate the missions for colleagues and stakeholders ensuring compliance with the OECD policies and practices and timely processing of expenses claims and other followup actions.
Web Management
- Ensuring the relevant sections of the OECD website relating to the Divisions work are up to date and provide input for visibility of the website content in collaboration with the Divisions Communications and Publication Officer.
- Highly skilled in maintaining web presence including uploading and publishing content with efficiency and accuracy.
- Proficient in utilising advanced features of CMS such as creating custom templates and managing user permissions and can independently manage complex web projects providing guidance and support to colleagues on web editing tasks.
- Establish and maintain effective record management structured document retrieval and workflow management systems.
- Draft short correspondence or notes in both official languages.
Project Management
- Work closely with the Programme Manager and Central Management Unit to help prepare funding proposals keeping track of deadlines and monitoring the funding status.
- Undertake first line quality control of transactions for all types of expenditures ensuring validity of the supporting documents and compliance with OECDs financial policies and practices.
- Stay informed about the Directorates work commitments milestones and main sources of funding and support policy staff in the implementation of the Programme of Work and Budget.
- Oversee the commitment of funds preparation and monitoring of consultant contracts.
- Oversee administrative workflow management monitor timelines and milestones and coordinate with relevant actors to ensure Division workflow efficiency timely completion of tasks and compliance with the Organisations procedures.
Administrative assistance
- Provide executive assistance by coordinating and managing the operational/logistical elements of the work of the Division. Manage agenda scheduling and establish priority needs for support in the planning of work programme commitments.
- Manage the flow of information with the Division 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 Parisbased delegates officials in capitals invited experts and service providers. Respond to enquiries in a timely manner and draft clear and concise correspondence.
- Cultivate a spirit of team cohesion within the Division foster horizontal collaboration across the Directorate and propose and contribute to the implementation of related initiatives.
- Act as backup to support staff in the Directorate when necessary.
Qualifications :
Ideal candidate profile
Academic Background
- Postsecondary level of education with subsequent relevant professional experience.
- Office management secretarial and language studies would be an advantage.
Professional Background
- At least three years experience in relevant experience in similar roles preferably in an international environment.
- Experience in project coordination.
- Experience in the organisation of largescale meetings and events and business travel onsite and abroad.
- Excellent knowledge of the Organisations 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 technologydriven environment.
- Demonstrated ability to design and introduce new work flows for Divisions efficiency.
- Experience in the preparation (formatting editing and proofreading) of documents/publications.
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 (Supplier Request Management) eShare O.N.E. Author Concur for official travel SAP HCM Event Management System (EMS) Conference Reservation Management System (CRMS).
- Proficiency in remote conferencing tools e.g. Zoom MS Teams and other virtual meeting/web conference tools.
- Experience updating content on websites especially with Adobe Experience Manager.
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 2); Achieve Results (Level 1); Innovate and Embrace Change (Level 2).
- There are three possible levels for each competency. The level for each competency is determined according to the specific needs of each job role and its associated grade.
- To learn more about the definitions for each competency for levels 13 please refer to OECD Core Competencies
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.
- 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 midnight 1 January 2025 (CEST).
Contract Duration
- 13month fixedterm appointment with the possibility of renewal.
- Monthly base salary starting from 4 302 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.
- Please note that our Rules and Regulations stipulate that the mandatory retirement age is 67.
Selection process
For retained candidates written tests and/or videorecorded interviews are foreseen in January 2025 followed by panel interviews in February 2025.
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.
Remote Work :
No
Employment Type :
Fulltime
Employment Type
Full-time
Key Skills
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