Appel à candidature : Recrutement d’un(e) Assistant(e) de direction basé en France.

Appel à candidature : Recrutement d’un(e) Assistant(e) de direction basé en France.

Main Responsibilities

Executive assistance

• Provide organisational support for the meetings of the Committees and their Working Parties. Coordinate the preparation of agendas, summary records and other official documents.
• Supervise the maintenance of the contact database, participant registration, organisation of travel arrangements and invitations for experts participating in the meetings, and editing and formatting for documents presented. 
• Support the development of the Programme of Work and Budget, as well as associated monitoring and reporting of its progress. 
• Assist in liaising with Delegates and Delegations on Committee matters, including following up on requests and keeping them abreast of key events and developments in areas related to the Division, among others.
• Draft and format routine correspondence for the Committees and their Bureau.
• Prepare and maintain a calendar of upcoming Committee events, meetings, etc., and inform staff members and Delegates of upcoming deadlines.
• Provide assistance and support for the events associated with the work of the Committees.

Publications, websites and other communications support 

• Support the preparation of documents, reports and publications for official use according to OECD standards, including proofreading formatting.
• Update content on the OECD’s external website as required on the Division related work, including posting of documents and modifying text.
• Update and maintain relevant ONE Community (Clearspace) sites.
• Post content, manage and maintain GPAI’s social media platforms (e.g. Twitter, LinkedIn, YouTube)
• Support the communications strategies and social media campaigns for key events

Administration and budget coordination

• Support the Resource Management Advisor in administering the voluntary contributions (VCs) and grants portfolio
• Provide support for budgetary matters, including tracking voluntary contributions and working with the Head of the Division and Senior Economists/Policy Analysts.
• Assist the Head of the Division in planning work commitments and maintaining a schedule of action points. Anticipate needs, flag priority issues requiring immediate attention, ensure deadlines are met and recommend follow-up actions.
• Ensure good communication flows with the Division management and staff.
• Draft correspondence based on instructions from the Head of Division and Head of Unit. Help co-ordinate the Division’s requests from the Director’s office and other Directorates.
• Organise and support business travel preparations, including travel and hotel bookings; visa applications; processing expense claims and follow-up actions, paying particular attention to the rules and procedures of the Organisation.
• Prepare service contracts and invitation letters for experts in accordance with OECD procedures. Oversee invoicing and payments. Answer enquiries from experts. 

Ideal Candidate Profile

Academic Background

• Post- secondary education, preferably in Communications
• A University-level education in business administration, communications, finance, or related field would be an advantage

Professional Background

• Relevant experience in project coordination and budget management, preferably in an international organisation.
• Experience in proof-reading and editing different written materials such as brochures and publications in English.
• Experience in planning international meetings.
• Experience working with voluntary contributions /grant donors.
• Experience working in public affairs or in the communications field.
• Experience creating and maintaining websites and other digital platforms.
• Knowledge of the OECD’s structure, processes, regulations, or experience in a similar role in another international organisation, would be an advantage.

Tools

• Excellent knowledge and experience in the use of Microsoft Office Suite (Word, Excel, Outlook, PowerPoint);
• Excellent command of, or willingness to learn the OECD’s software package and corporate tools and the ability to make optimal use of these tools and new technologies or the ability to learn and adapt to new tools quickly and an awareness/interest in new technologies;
• Experience in day-to-day oversight of internal websites and content management systems, (e.g., MS Teams, ONE Communities) would be an advantage;
• Knowledge of OECD video conferencing facilities and communications tools or a capacity and willingness to learn quickly;
• Familiarity with key social media platforms (Twitter, LinkedIn, Facebook, YouTube);
• Knowledge of, or willingness to learn, resource management applications such as SAP, OBMR, GM, eVC or the ability to master the use of such applications very quickly.

Languages

• Fluency in one of the two OECD official languages (English and French) and knowledge of, or a willingness to learn, the other.

More details