Translation Workflow Assistant

Company Description

THE OECD – Who we are, what we do

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 EXECUTIVE DIRECTORATE (EXD)

The Executive Directorate (EXD) is the steward of OECD resources, on behalf of the Secretary-General.  Our focus is on people and their wellbeing; the effective and efficient management of the budget; the safety and security of staff, Delegations, visitors, and of the OECD’s data; maintaining and sustaining physical and digital infrastructure; and enabling the convening power of the OECD through conferences, meetings and events, whether virtual, physical or hybrid.  As well as providing corporate services, functions and management support to our staff and Members, we provide integrated, strategic and expert advice on corporate policies and management issues to the Secretary-General, to Council and to Standing Committees, to which we regularly report on corporate matters. We also provide risk management functions (for management areas under our purview). Ours is a fast-paced environment focused on delivering management excellence across all our functions.

THE CONFERENCE, SECURITY AND INFRASTRUCTURE SERVICE (EXD/CSI)

Within the OECD's Executive Directorate (EXD), the Conference, Security and Infrastructure Service (EXD/CSI) is responsible for the conference services, language services (interpretation and translation), safety and fire security of OECD staff, delegates and visitors and the management and operation of OECD buildings facilities in Paris and at OECD Centres abroad. The Translation Division (EXD/CSI/TRA) translates official OECD documents and publications into the Organisation's official languages (French and English) and into other non-official languages, and conducts other linguistic activities, including work on terminology and leading the digitalisation of certain translation activities.

Job Description

THE POSITION

EXD/CSI/TRA is looking for a Translation Workflow Assistant to undertake a wide range of administrative tasks for the Translation Workflow and Resource Management Unit. This diverse and dynamic team interacts with many other parts of the Organisation, thriving even under high pressure. The selected candidate will work under the direct supervision of the Head of Translation Workflow and Resource Management.  The Translation Workflow and Resource Management Unit provides a continuous service from 8:00 until 19:00 and staff may be required to work within this timeframe.

Main responsibilities

Translation Administration

• Assist the Workflow and Resource Managers in processing translation requests from client Directorates (pre-processing of non-editable texts and figures, assembling and delivering translated documents through the Translation Management System, etc.).
• Format and assemble translations in the corporate editing tool including texts, graphs and tables and ensure compliance with official formatting rules.
• Liaise with external translators, completing their vendor profile in the Translation Management System and providing reference material, contractual and administrative information relative to translations (reference documents, rates, etc.).
• Process shopping carts, confirmations of delivery and associated invoicing for external vendors and for internal purchases by liaising with the Programme, Budget and Financial Management (PBF) Service.
• Monitor payment information for the external translators to make sure that the invoices have been received and fully paid.
• Track translators’ expenditure to ensure that prices remain within agreed contract thresholds.
• Provide support with the localisation of bibliographies into French.
• Assist the translation technology team in preparing complex charts for translation.
• Contribute to prepare alignment projects for external resources, and carry out simple urgent alignments for which outsourcing is not an option.

General Administration

• Perform a range of administrative tasks for the Division as required (mission orders, timekeeping, stationery requests, etc.). 
• Liaise with the Resource Management Unit and Finance Team concerning administrative and budgetary issues.

Qualifications

Ideal candidate profile

Academic Background

• Good secondary education, preferably post-secondary.

Professional Background

• Relevant experience as an assistant, preferably in an international organisation.
• Excellent knowledge, or ability to quickly gain the knowledge, of the rules and administrative procedures of the OECD, as well as of the procedures for the organisation of missions.
• Strong organisational and coordination skills.
• Previous experience or interest in translations workflow management would be an advantage.

Tools

• Expert knowledge and extensive experience of Microsoft Office, including Word, Excel and PowerPoint.
• Excellent knowledge of the OECD applications, such as O.N.E Author, SRP, SRM, Concur, HR Renewal (Timekeeping tool), OECD Campus, or the ability to quickly learn them.

Languages

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

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).
• 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 1-3, please refer to OECD Core Competencies.

Contract Duration

•  24 month fixed-term appointment, with the possibility of renewal to a maximum of 36 months.

Please note that our Rules and Regulations stipulate that the mandatory retirement age is 67.

Closing Date 

• This vacancy should be filled as soon as possible, and applications should reach us no later than midnight 2 March 2026 (Paris time). 

Additional Information

What the OECD offers

• Depending on level of experience, monthly salary starts at 3 878 EUR, plus allowances based on eligibility, exempt of French income tax.
• Click here to consult the Staff Regulations applicable to officials of the OECD. Please note that from 1 July 2025, all Official appointments will be made under the OECD’s new contractual modalities. 
• 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. 
• This vacancy may be used to create a pool of candidates for comparable positions, both for open-ended and fixed-term functions.  

Selection Process 

For retained candidates, the selection process may include a video-recorded interview and written test and panel interviews. 

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.