Administrative Assistant

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 Education and Skills (EDU) leads the Organisation’s work to help member and non-member countries achieve high-quality learning for all, design better skills policies, and turn them into jobs and growth. The Directorate carries this out by providing statistics, analysis and policy advice to countries on a wide range of educational topics.

EDU is looking for a skilled and motivated Administrative Assistant to manage voluntary contribution agreements for PISA, coordinate the PISA support team, and provide committee support for the PISA Governing Board. The selected candidate(s) will work under the supervision of the Project Manager for PISA, and under the direction of the Head of the Early Childhood and Schools Division (ECS).

Main Responsibilities

Voluntary Contributions management, PISA core contracts and related activities

• Prepare and review voluntary contribution agreements regarding countries/economies’ participation in PISA and international options for PISA, revising as necessary, to ensure compliance with the OECD Financial Regulations and other relevant rules, policies and procedures, in close collaboration with EDU/DSU.
• Manage donor payment collection for participation in PISA and international options for PISA; monitor payments, and follow up with donors to ensure recovery of late payments in close collaboration with EDU/DSU and EXD/PBF, keeping them informed of any issues that could affect collection.
• Liaise with donors throughout the grant cycle using tact and diplomacy.
• Contribute to the preparation of the PISA PWB and contribute to the process of consultation for the PWB development with participating countries.
• Coordinate the engagement of new countries and economies in PISA, including communication about the process and procedures for participation and the development of promotional material and brochures.
• Develop and maintain tools to monitor participating countries and economies’ status in PISA, including their participation in optional components, status of agreements, PGB and NPM nominations, and other essential participant information.
• Manage payment schedules for the PISA core contracts, prepare shopping carts and commitments, coordinate evidence of deliverables with relevant managers, and ensure timely payments, in close collaboration with EDU/DSU.

Coordinate PISA support team

• Support the effective distribution of tasks among the PISA support team of project assistants, in coordination with the PISA project manager, to best ensure that the four Senior Analysts in PISA and their teams receive timely administrative support and that administrative resources are used efficiently.
• Develop and maintain procedures to facilitate the organisation and smooth running of the PISA support team as the portfolio of projects evolves, in coordination with the PISA project manager.
• Provide training, support and guidance to the PISA project assistants, related to the technical, administrative and organisational procedures specific to PISA.

Committee secretariat

• Provide high-level administrative and logistical support to ensure the smooth running of the biannual meetings of the PISA Governing Board hosted by participating countries and other meetings as required. This includes the preparation and dissemination of documents, missions, social events, setup of the meeting venue (physical and virtual), and onsite management.
• Prepare and lead a biannual induction session for new PISA Governing Board delegates.
• Foster and maintain good working relations on behalf of the OECD Secretariat with the high-level officials within national delegations, governments and other international organisations, including the drafting of frequent newsletters to the PISA Governing Board.
• Manage confidentiality agreements for PISA Governing Board members and other country representatives for access to confidential PISA data and co-ordinate responses to technical questions regarding the confidentiality of items, copyright permissions and national exceptions.

Ideal Candidate Profile

Academic Background

• A post-secondary degree in a relevant area, or equivalent experience.

Professional Background

• Excellent knowledge of the administrative rules and procedures of the OECD.
• Ability to work and communicate effectively and with and diplomacy in a multicultural environment with colleagues at all levels, and with delegations and high-level stakeholders.
• Experience with voluntary contribution agreements.
• Experience with the preparation and co-ordination of large international meetings.
• Experience with producing written and digital communication products.

Tools

• Excellent command of, and experience in the use of Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and a range of OECD software packages e.g; Finance Community Portal including SAP Missions and Invitations, Event Management System (EMS), Conference Reservation Management System (CRMS), O.N.E Author, Service Request Portal (SRP), TerminalFour (T4) and ability to quickly learn other software packages.

Languages

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

Core Competencies

• For this role, the following competencies would be particularly important\: Achievement focus, Flexible thinking, Managing resources, Client focus, Diplomatic sensitivity.
• Please refer to the level 2 indicators of the OECD Core Competencies.

Contract Duration

• Two-year fixed term appointment, with the possibility of renewal.

What the OECD offers 

• Depending on level of experience, monthly salary starts at either 6,130 EUR or 7,563 EUR, plus allowances based on eligibility, exempt of French income tax.
• Please note that the appointment may be made at a lower grade based on the qualifications and professional experience of the selected applicant.
• 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.

Selection Process

For retained candidates, written tests/video-recorded interviews are foreseen in the third week of June and panel interviews are planned for early July.

Please note that our Rules and Regulations stipulate that the mandatory retirement age is 65.

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.