Senior Staff Administration Officer

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 of our functions.

THE HUMAN RESOURCES MANAGEMENT SERVICE (EXD/HRM)

Within the OECD’s Executive Directorate (EXD), the Human Resource Management Service (HRM) is responsible for providing stewardship of the Organisation’s human capital on behalf of the Secretary-General. Overseeing three divisions (HR Operations, the Client Services Group and the Talent Management and Analytics Group), EXD/HRM’s Head Office provides strategic HR direction, leadership in corporate and legal matters and oversight and co-ordination for the Organisation at large.

THE POSITION

HRM/HR Operations is looking for a Senior Staff Administration Officer who will manage technical administrative actions, steer and provide expert advice to the other members of the team  on complex staff administration matters and  support staff and client directorates.

The selected candidate will report to the Staff Administration Team Lead and act as the first point of contact for other Staff Administration Officers as well as other EXD/HRM colleagues.

Job Description

Main Responsibilities

Workforce administration

• Provide expert guidance and information to staff on all allowances specific to the OECD and ensure compliance with the relevant provisions of the OECD Staff Regulations and Rules.
• Monitor entitlement to family-related allowances ensuring changes in personal situations are taken into account and ensure eligibility.
• Provide guidance on reimbursement/payment requests concerning moves, travel and installation allowances.
• Process complex administrative actions accurately, autonomously, and in a timely manner.
• Manage and update all allowance-related data in the HR data base (SAP HCM) in a timely and precise manner.
• Prepare and process memoranda related to external mobility.
• Monitor the maintenance of personnel records in the OECD archiving system (Livelink).
• Handle administrative staff queries and requests with diplomacy, managing sensitive situations with tact and discretion, while escalating issues as necessary.
• Organise and manage internal audits to ensure compliance with the Staff Regulations and Rules and the correct allocation of allowances and benefits.
• Provide recommendations to enhance administrative processes and improve efficiency and effectiveness

Relationship management and collaboration

• Build relationships within EXD/HRM and the rest of the Organisation and work with them to ensure smooth processes.
• Act as the first point of contact for other team members on any complex files.
• Ensure the effective and efficient management of the workload within the team.
• Act as the back-up for colleagues within the Staff Administration team, including the Staff Administration Team Lead, and actively participate in the upskilling of new team members
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