Personal Assistant of the Front Office
The OECD is a global economic forum working with 38 member countries and more than 100 emerging and developing economies to make 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. The Organisation provides a unique forum in which governments work together to share experiences on what drives economic, social and environmental change, seeking solutions to common problems.
The Nuclear Energy Agency (NEA) is an intergovernmental agency which operates under the framework of the Organisation for Economic Co‑operation and Development (OECD). It facilitates co-operation among countries with advanced nuclear technology infrastructures to seek excellence in nuclear safety, technology, science, related environmental and economic matters and law. The mission of the NEA is to assist its 34 member countries in maintaining and further developing, through international co‑operation, the scientific, technological and legal bases required for a safe, environmentally sound and economical use of nuclear energy for peaceful purposes. It strives to provide authoritative assessments and to forge common understandings on key issues as input to government decisions on nuclear technology policies.
The Director General's Office provides strategic direction and oversees the overall operations of the Agency including the co-ordination and management of its programme of work and budget, Steering Committee affairs, and the seven standing technical committees and their subgroups.
We are looking for a dynamic and innovative Personal Assistant to provide support to the Director General’s Office and assist the Deputy Director of NEA. S/he will carry out a full range of administrative tasks and ensure the smooth running of the office. The ideal candidate will be a problem-solver with the ability to work flexibly, learn quickly, and carry out assignments with minimum supervision. The successful candidate will welcome the challenge of working in a vibrant, fast-paced environment.
Planning, organisation and front office management
- Assist the Director-General and Deputy Director-General in managing their schedule, including setting up appointments, meetings and related logistical arrangements. Receive and assist visitors who are frequently high-level officials.
- Manage the agenda and priorities of the ODG, in particular the agenda of the Director-General, coordinating inputs from across units and divisions at the NEA for horizontal priorities and responding to other requests from NEA senior management.
- Flag priority issues requiring immediate attention and take initiative to follow up on matters that do not require their attention.
- Contribute to the overall planning of activities and smooth running of the Director-General’s office, ensure good communication flows with NEA management and staff.
- Organise official international missions and prepare all travel arrangements. Co‑ordinate and provide organisational support for all official and associated social engagements. Identify and assemble relevant briefing material and necessary background documentation prior to meetings and official travel. Prepare expense claims on return.
- Foster and maintain good working relations with the correspondents of high-level contacts of national delegations and administrations, business and other international organisations, and within the OECD. Ensure tact and discretion in all communications.
Correspondence and presentations
- Draft routine correspondence in both official languages. Communicate effectively and professionally with external parties by telephone and email in both official languages.
- Support the preparation of the Director-General, the Deputy Director-General and Senior Advisors oral and written presentations by developing and editing PowerPoint presentations and written materials.
- Organise incoming mail (electronic and paper) according to priority, forward to senior staff as necessary, prepare draft replies and follow-up on matters which do not require the personal attention of the Director-General, the Deputy Director-General and Senior Advisors. Delegate action items to the Deputy Director-General and/or the divisions on the Director-General’s behalf when appropriate. Co-ordinate follow-up actions, ensuring that deadlines are met and correspondence is answered in a timely manner. Track replies and monitor pending actions as necessary, keeping the Director-General, the Deputy Director-General and Senior Advisors informed of ongoing work. Maintain current files and office records.
Administration and information flow management
- Manage NEA administrative tasks requiring the Director-General, the Deputy Diector-General and Senior Advisors approval or attention, including staff missions and contracts. Manage the effective flow of information between the Director-General’s office and the Deputy Director-General and divisions. Regularly share information and maintain close collaboration with division assistants.
- Filter incoming calls and respond to general enquiries. Identify priority issues and bring them to the Director-General’s attention.
- Carry out other related duties as assigned.
Ideal Candidate Profile
- Secondary level of education
- A college degree or other post-secondary education would constitute an advantage.
- Proven relevant experience as a personal assistant to a senior official, preferably in an international environment.
- Excellent knowledge of the administrative rules and procedures of the OECD or the ability to learn and assimilate such rules and procedures quickly.
- High degree of discretion and ability to work and communicate effectively and with tact and diplomacy in a multicultural environment with colleagues at all levels, and with delegations and high-level stakeholders.
- Experience mangaging conflicting requests according to strict deadlines and ability to work rapidly and accurately under pressure. Ability to work independently and to take initiative.
- Excellent knowledge and experience in the use of the Microsoft Office Suite (Word, Excel, Outlook, Powerpoint).
- Knowledge of or the ability to quickly learn other software applications including those used at the OECD such as\: eOSG, Sharepoint, SAP Missions, Event Management System, Conference Reservation Management System, Authoring Environment, SRM.
- An excellent written and oral command of one of the two official languages of the OECD (English and French) and a demonstrated ability to draft and present clear and concise reports in this language; and working knowledge of, or willingness to learn, the other.
- For this role, the following competencies are of particular importance\: Drafting skills, Flexible thinking, Achievement focus, Client focus, Organisational alignment, Diplomatic sensitivity.
Please refer to the OECD Core Competencies and the level 2 indicators.
- Two year fixed term appointment, with the possibility of renewal.
- Monthly base salary starting from 4251 EUR plus allowances based on eligibility, exempt of French income tax.
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For retained candidates, video-recorded interviews are foreseen mid-January 2023 and panel interviews/written tests are planned for early-February 2023.
The OECD is an equal opportunity employer and welcomes the applications of all qualified candidates who are nationals of NEA or 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.