Office Manager and Event Coordinator
Office Manager and Event Coordinator
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Job Description
Administration and Office Management:
- Act as an office manager and administrative focal point for the Climate Club Secretariat working closely with the Head of Secretariat and others including members. For example this might include:
- Plan organise and coordinate travel arrangements for staff including travel arrangements and processing of expense claims; compilation of briefing files and assist in the preparation of mission reports.
- Support the Head of Secretariat and team members with HR reporting budget management and liaison with the finance team.
- Assist in the preparation of contracts recruitment requests and payment orders for invited experts and external consultants.
- Maintain effective record management (including of Climate Club stakeholders and their contact details) structured document retrieval and workflow management systems.
- Act as an administrative focal point for contacts with Climate Club members and external partners maintaining positive interactions and fostering collaboration.
- Draft various written materials including letters emails reports website text etc.
Support the Head of Secretariat:
- Manage the Head of the Climate Club Secretariats schedule (arranging appointments organizing briefings and receiving/assisting visitors).
- Assist in the daily activities of the Climate Club Secretariat ensuring deadlines are met and staff kept informed.
Events Coordination:
- Organise meetings and conferences including room reservation preparation of participant lists and secretarial support during the meetings.
- Working with others in the team to support the organization and delivery of Climate Club meetings (inperson and virtual) including the Body of Members meeting. Tasks might include:
- Support travel and accommodation arrangements
- Ensure that facilities and other logistical arrangements are appropriate for the event.
- Draft edit and issue written materials.
Qualifications :
Academic Background:
- Postsecondary education ideally with training in event or office management or equivalent experience in a similar role.
Professional Background:
- At least five years of substantive experience in relevant administrative roles. A track record of excellent delivery backed up by supporting references.
- Excellent organizational skills and proven ability in administrative management.
- Excellent drafting communication and stakeholder management skills.
- Capacity to learn the administrative systems rules and procedures of the Organisation quickly.
- Events management experience would be an asset.
Tools:
- Excellent knowledge and experience in the use of Microsoft Office (Word Outlook PowerPoint) and Teams.
- 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 O.N.E. Author SRP and Prism.
Additional Information :
Additional Information
Closing Date:
- This vacancy will be filled as soon as possible and applications should reach us no later than midnight 23 February 2025 (23:59CEST).
Contract Duration
- Fixed term appointment until the 31st December 2026.
- Depending on level of experience monthly salary starts at 4 422.72 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.
Selection Process
For retained candidates written tests/videorecorded interviews are foreseen early March and panel interviews are planned for mid March.
The OECD is an equal opportunity employer and welcomes applications from all qualified candidates who are nationals of Climate Club 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
