Administrative Assistant

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.

In line with the Strategic Orientations of the Secretary-General, the core mission of the OECD Directorate for Financial and Enterprise Affairs (DAF) is to enable markets that are efficient, fair and sustainable, through setting and implementing standards, providing capacity building and technical assistance, acting as a forum for co-operation and collaboration across the OECD Directorates, external stakeholders and international organisations. DAF’s work is structured under two work areas - Conduct and Markets - and its mission is pursued through several substantive divisions whose teams provide member and partner countries with policy guidance, analysis and support in the areas of competition, anti-corruption, corporate affairs, financial affairs, international investment and responsible business conduct.

The OECD Centre for Responsible Business Conduct (Centre) supports the implementation of the OECD Guidelines for Multinational Enterprises on Responsible Business Conduct and a variety of its related instruments. It provides Secretariat support to the OECD Working Party on Responsible Business Conduct (WPRBC) and the Network of National Contact Points for Responsible Business Conduct (NCP Network). It supports governments, companies, and stakeholders across the globe in implementing responsible business conduct (RBC) principle and standards and in enabling sustainable and resilient supply chains.

Job Description

The Centre is looking for a dynamic administrative assistant with excellent organisational skills to contribute to a wide range of administrative tasks and to provide support in organisation of meetings and events. The selected candidate will work as part of a team of assistants in the Centre, under the supervision of the Head of Governance and Multilateral Relations (GMR) and with a dotted reporting line to the Head of Access to Remedy (A2R).

Main Responsibilities

Administrative Support

• Manage the organisation of the meetings of the WPRBC and NCP Network, including meeting room reservation, catering arrangements, preparation of relevant meeting documents, liaison with delegates and stakeholders, maintenance of participants lists, and ensuring all logistical and administrative aspects are handled in a timely and efficient manner and in cooperation with the Centre staff and relevant colleagues.
• Support organisation of events and meetings more broadly, including ensuring logistical and administrative support (e.g. uploading conference materials, supporting and ensuring smooth communication with participants and experts attending meetings and events).
• Assist the management team as needed, including management of schedules and in the context of accession processes, e.g. preparation of budget projections, organising missions, and coordinating and liaising with candidate countries.
• Draft routine correspondence and respond to queries from within the OECD, as well as from member country delegates, meeting participants and outside institutions, and maintain mailing lists.

Documents and publications

• Assist in the preparation of documents and publications which may include formatting, editing and proofreading using standard and in-house software.
• Update the intranet and internet websites as required, including ONE Community.

Budget and travel

• Contribute to organising missions and business travel for the Centre staff, consultants and experts attending meetings in Paris or abroad, including travel and hotel bookings, visa applications, coordinating security arrangements for high-risk destinations as needed, processing expense claims and other follow-up actions.
• Contribute to the administration of contracting for intellectual services, including advise programme managers on procedures and thresholds, prepare contracts, financial commitments, and payment orders. Respond to queries from consultants concerning contracts and payments. Liaise with the Resource Management team to ensure compl