Assistants

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, whose mission is to build better policies for better lives. We 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 to establish evidence-based international standards, and finding solutions to a broad range of social, economic and environmental challenges, from the improvement of 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 International Energy Agency

The International Energy Agency (IEA) is an intergovernmental organisation committed to advancing security of energy supply, economic growth and environmental sustainability through energy policy co-operation.  The IEA operates as an autonomous body within the framework of the OECD. Both the IEA and the OECD seek opportunities to work with an increasing number of non-member countries of growing importance to the world economy. The Agency aims to foster the contribution of the energy sector to economic development and environmental sustainability across the globe.

Job Description

THE POSITION

The IEA seeks to recruit several assistants, to constitute a pool of candidates for current and upcoming needs. We are looking for candidates for our Assistant reserve list, to provide support regarding office management tasks including event and meeting organisation, as well as the preparation of documents and communication materials.

We are looking for enthusiastic and motivated candidates with relevant experience who are interested in a job in a diverse and collaborative multi-cultural work environment, which the IEA offers. You will play a key role in contributing to the success of the work of teams of experts who are committed to better policies for better lives.

Responsibilities will vary according to the needs of the assigned Division in the Agency and team.

Main Responsibilities

Administrative Assistance

• Draft correspondence and notes. Manage calendars, information flows and records.
• Organise workshops, meetings and conferences. This may include managing room reservations, catering arrangements, preparation of documents and participant lists, and other general support during meetings.
• Act as an administrative focal point for contacts with Member Delegations and other external interlocutors.
• Organise business travel including bookings, visa applications and processing of expense claims.
• Prepare and process contracts and associated payments for intellectual service providers and invited experts.
• Provide assistance in the preparation and updating of documents, publications, websites and social media in both official languages (English and French). This may include sub-editing, proof-reading and formatting.

Continuous learning and process improvement

• Pro-actively suggest improvements to existing administrative processes, workflows and working methods.
• Adopt a continuous learning approach with regard to evolving corporate systems and procedures and other relevant IT tools.
• Keep abreast of the relevant financial and/or human resource rules pertaining to assigned workflows.

Qualifications

Academic Background

• Secondary level of education, preferably with office management, secretarial and language studies

Professional Background

• Relevant experience, ideally in an international environment, including preparation of documents/publications and organisation of large-scale meetings and events, as well as travel management.

Tools

• Excellent knowledge and experience in the use of Microsoft Office Suite and proven ability to learn new systems rapidly. Experience in using mission software (such as SAP) and web management software (such as T4) 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.
• For certain positions, knowledge of other languages would be an asset.

Core Competencies

• OECD staff are expected to demonstrate behaviours aligned to six core competencies which will b