Administrative Assistant

Main Responsibilities

Secretarial and administrative

• Provide proactive and timely administrative assistance organise meetings filter telephone calls and receive visitors answer enquiries of a routine nature in both official languages draft and send out correspondence on own initiative or on instruction.
• Provide briefing and supporting background material prior to meetings.
• Assist with the management of information flows. Anticipate needs flag priority issues requiring immediate attention and take initiative to followup on matters.
• Ensure deadlines are met and recommend followup actions.
• Ensure internal liaison within the Directorate.
• Organise missions including business travel arrangements (travel tickets hotel) visa applications mission agenda management and registration at events processing mission orders and expense claims compile briefing files and any follow up action as necessary.
• Prepare contracts for services and ensure their timely payment.
• Ensure the transfer of information in the records management (OECD.Records) and sharing systems (O.N.E Secretariat ONE Drive MS Teams) paying particular attention to the handling of highly sentsitive and confidential information.
• Ensure the adequacy of office supplies.

Meeting organisation and documents

• Assist with the preparation and organisation of meetings (onsite virtual hybrid). Manage all logistical arrangements (room reservations catering participants lists badges etc.).
• Prepare documents in accordance with the OECD standard formats (O.N.E. Author).
• Prepare meeting documentation files using the Organisations information tools (O.N.E. M&P Internet OECD website).
• Support the preparation of oral and written presentations by developing and editing PowerPoint presentations and written materials.

Other duties

• Assist other members of the support team as necessary and replace them in their absence.
• Carry out other related tasks as required for the various LEG teams including the Accession Coordination Unit.

Qualifications :

Ideal Candidate Profile

Academic Background

• A good secondary level of education and proven experience in administrative and secretarial functions preferably within an international environment.

Professional Background

• Relevant secretarial or administrative experience preferably in an international environment.  Experience in a legal setting would be an advantage.
• Good knowledge or capacity to learn quickly the administrative rules and procedures of the Organisation in particular with respect to the procedures to be followed for the organisation of meetings and official travel.
• Ability to draft routine correspondence in both official languagues.
• Experience managing requests according to strict deadlines and ability to work rapidly and accurately under pressure. Ability to work independently and take initiative.

Tools

• Excellent knowledge and experience in the use of Microsoft Office Suite (Word Excel Outlook PowerPoint Teams).
• Knowledge of or the ability to quickly learn the standard software packages and information tools used at the OECD (eOSG eCouncil eShare SAP Concur SRM SRP Event Management System (EMS) O.N.E. OECD.Records).
• Proficiency in remote and hybrid conferencing solutions (Teams Skype Zoom).

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 2); 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 13 please refer to OECD Core Competencies.

Languages

• An excellent written and oral command of one of the two OECD official languages (English and French) and knowledge of the other with a commitment to reach a good working level.
• A working knowledge of Bulgarian Croatian Portuguese Romanian Spanish Thai or Indonesian would be an advantage.

• Depending on level of experience monthly salary starts at 3705 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.

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.