Event and Administrative Coordinator

Company Description The Organisation for Economic Co-operation and Development (OECD) is an international organisation comprised of 38 member countries, that works to build 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. Together with governments, policy makers and citizens, we work on establishing evidence-based international standards, and finding solutions to a range of social, economic and environmental challenges. From improving economic performance and creating jobs to fostering strong education and fighting international tax evasion, we provide a unique forum and knowledge hub for data and analysis, exchange of experiences, best-practice sharing, and advice on public policies and international standard- setting. The Global Relations and Cooperation Directorate (GRC) supports the implementation of the Secretary- General’s strategic orientations by co-ordinating the OECD’s relations with partner countries and with other international organisations. It advises the Secretary-General and other OECD Directorates on how to strengthen co-operation with key partner countries, regions and organisations, ensuring a homogeneous implementation of the Global Relations Strategy. GRC supports the work of the OECD External Relations Committee (ERC), working with members to help them reach consensus on global relations priorities and ensure that relevant regions and economies are effectively engaged in the Organisation’s work. GRC is looking for Event and Administrative Coordinators to carry out a wide range of administrative tasks. The successful candidates will work under the supervision of the Head of the Resource Management Unit, and the Heads of the Istanbul and Mexico Centres. Job Description Main Responsibilities Executive Administrative Assistance and Office Coordination: • Provide comprehensive executive administrative support to the Head of the Centre, including managing schedules, monitoring priorities, timelines and milestones and coordinating with relevant actors to enhance workflow efficiency. • Anticipate and actively prepare meetings, events and missions, ensure that the Head of Centre is provided with all pertinent information and documentation and context in advance, ensure the Head of Centre’s meeting files are up to date. • Manage information flow, advise the Head of Centre on a wide range of external and internal issues, relating to both substantive outputs as well as organisational matters, flag priority and sensitive issues and propose solutions as appropriate. • Oversee the coordination of complex administrative processes, such as document management, information dissemination, and correspondence handling, ensuring accuracy and confidentiality at all times. • Develop and maintain effective systems for tracking and monitoring administrative tasks, deadlines, and action items, proactively addressing issues and mitigating risks as they arise. • Serve as a key point of contact for internal and external stakeholders, demonstrating professionalism, responsiveness, and discretion in all interactions. Mission Planning and Travel Coordination: • Take a lead role in organising official missions and travel arrangements for the Head of the Centre and team members, managing logistics, itineraries, and expense reporting with meticulous attention to detail. Meeting and Event Management: • Lead the planning and execution of high-level workshops, meetings, symposia, and conferences, managing all aspects of event logistics, including venue selection, agenda development, participant coordination, and on-site support. • Prepare and distribute meeting materials, presentations, and briefing documents, ensuring accuracy, consistency, and adherence to organisational standards and protocols. IT support: • Management of IT equipment, access rights, software installation requests and first level support in coordination with corporate support teams • Participation in IT officers meetings with focus on needs in GRC, information and follow up with teams • Coordination of GRC participation in projects and pilot projects linked to the IT environment and safety, including AI • Management of IT equipment and subscriptions in a cost effective way, and keeping information via a GRC database readily available to managers, budget officers and Directorate of Digital Knowledge and Information Service (DKI). • Coordination of remote equipment management in coordination with DKI. • Support to teams and DKI with migration to the new platforms and tools following DKI agenda, and support for key updates • Continuous support to teams for best practice and management of eShare and MsTeams projects • Contribution to the teams being more self-sufficient, with Multimedia, Remote Conferencing, and new tools provided by DKI. Keeping up to date with latest IT systems and tools used in GRC: • Participating in trainings to be able to master new tools, evaluate their interest for GRC, and support colleagues when helpful. Other: • Execute ad-hoc administrative tasks as required, demonstrating flexibility, adaptability, and responsiveness to evolving priorities and deadlines. • Collaborate closely with the Resource Management Advisor to manage office procurement, inventory control, and expenditure tracking, ensuring compliance with organisational policies and procedures. • Foster a culture of collaboration, innovation, and continuous improvement within the Centre, actively contributing ideas, feedback, and recommendations for enhancing operational effectiveness and team performance. • Serve as a backup support resource for other administrative staff within the Centre, providing assistance and coverage as needed to ensure seamless continuity of operations. Qualifications Ideal Candidate Profile Academic Background: • A university degree in business administration, office management or public administration, and/or other related field. If very experienced also a secondary degree will be considered. Professional Background: • Relevant experience, ideally in an international environment, including organisation of large-scale meetings and events, as well as travel management, digital resources management. Tools: • Good knowledge and experience of the use of Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and a range of OECD software packages e.g; SAP Missions, Event Management System, Conference Reservation Management System, O.N.E, SRP, SharePoint, Olis and ability to quickly learn other range of software packages. 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 1). • To learn more about the definitions for each competency for levels 1-3, please refer to OECD Core Competencies. Languages: • An excellent written and oral command of one of the two official languages of the OECD (English and French) and knowledge of the other, with a willingness to reach a good working level. Knowledge of Spanish and/or Turkish. • Knowledge of other languages would be an asset. Additional Information Contract Duration: • One-year fixed term appointment with the possibility of renewal. What the OECD offers: • Depending on level of experience, monthly salary starts at 4 502.33 EUR for Paris-based officials, 191 704.67 TRY for Istanbul-based officials and 72 216 MXP for Mexico-based officials 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.