Assistant, Accession

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 Directorate for Legal Affairs (LEG) is a small and highly integrated team that provides advice and information on the legal, institutional and procedural aspects of the Organisation’s activities. The Directorate serves as coordinator of the discussions with candidate countries for OECD membership, which involves acting as interlocutor for the candidate countries, OECD Members and the different parts of the Secretariat. It also involves supporting the review by OECD committees of the candidate countries’ alignment with some 250 OECD legal instruments as well as their evaluation of the candidate countries’ policies and practices.

Further to the decision of the OECD Council of 25 January 2022 on the opening of accession discussions and subject to the adoption by the OECD Council of Accession Roadmaps and the availability of the associated funding, we are looking to constitute the accession coordination team. In this context, we are looking to recruit an Administrative Assistant to provide support in the administrate and secretarial functions of the Directorate’s team working on accession coordination. The successful candidate will need to have excellent organisational skills and attention to detail. S/he will thrive on multi-tasking in a fast-paced environment and will work under varied supervisory and co-operative arrangements appropriate to the various tasks or functions.

Main responsibilities

Secretarial and administrative

• Provide secretarial assistance related to accession to the Director, Deputy Director and lawyers; manage telephone calls and receive visitors; answer enquiries of a routine nature in both official languages; draft and send out correspondence on his/her own initiative or on instruction; assist with the management of information flows, including archiving.
• Organise accession missions for the Directorate’s staff paying due attention to travellers’ convenience and to costs constraints\: travel and hotel reservations; mission agenda management and registration at events, processing of mission orders and expense claims using SAP, follow-up on invoicing or reimbursement issues.
• Prepare documentation for accession missions in coordination with the Director and lawyers.
• Prepare accession related letters of invitation and/or contracts for services and ensure their timely payment.
• Provide secretarial and administrative assistance in the recruitment of accession staff.
• Ensure the transfer of information relating to accession in the knowledge and information management and sharing systems.
• Ensure the adequacy of office supplies.
• Replace other administrative staff in their absence.

Meeting organisation and documents

• Assist with the preparation and organisation of meetings and conferences related to accession. Manage all the logistical arrangements (room reservations, preparation and update of the participants lists, badges, etc.).
• Prepare documents concerning accession and other LEG related issues in accordance with the OECD standard formats (Authoring Environment).
• Prepare accession meeting documentation files for the Director and lawyers of the Directorate, using the Organisation’s information tools (OLIS, the Internet and the OECD website).
• Assist with the preparation of other meetings and documents as required.

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.

Tools

• Very good knowledge of the Windows environment (Word, PowerPoint, Excel).
• Knowledge of the software and information tools used in the OECD (SAP, SRM, PRISM/JADE, SRP, EMS/CRMS, OLIS) would be an advantage.

Languages

• Fluency in 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, or Spanish would be an advantage.

Core Competencies

• For this role, the following competencies would be particularly important\: Achievement Focus, Teamwork, Client Focus.
• Please refer to the OECD Core Competencies and the level 1 indicators.

Contract Duration

Subject to availability of funding. 13 months fixed-term, with the possibility of renewal. 

What the OECD offers

• Monthly base salary starting from 3,663 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 a lower grade 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.