Event and Project Coordinator – GA4
OECD
Full-time
On-site
Paris Île-de-France France
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.
The Directorate for Public Governance (GOV) works to help governments at all levels design and implement strategic, evidence-based and innovative policies to strengthen public governance, respond effectively to diverse and disruptive economic, social and environmental challenges and deliver on governments’ commitments to citizens. We provide a forum for policy dialogue and exchange, common standards and principles, comparative international data and analysis to support innovation and reform across the OECD. It supports countries to promote good governance and democracy through more strategic, agile and action-oriented public sectors that improve the functioning of national economies and support growth. It achieves these objectives by working to help governments at all levels design and implement strategic, evidence-based and innovative policies to strengthen public governance, trust in government and democracy, respond effectively to diverse and disruptive economic, social and environmental challenges and deliver on government’s commitments to citizens.
Within GOV, the Public Management and Budgeting Division (GOV/PMB) assists countries improve the performance of their public sector. Guided by good governance principles and sustainable fiscal objectives, it helps countries achieve policy goals through arrangements that allocate budgets to priority areas, organise institutions to deliver, and develop workforce and leadership skills. The work within the Division places a strong emphasis on strategy and the delivery of results. It employs a diverse team of expert practitioners who work in a supportive and dynamic environment that is responsive to the needs of member and partner countries. The Division is committed to helping countries optimally manage financial and human resources in a transparent and accountable manner. To further these objectives, it supports the Committee of Senior Budget Officials (SBO) and the Public Governance Committee Working Party (PGC).
GOV/PMB is looking for an Event and Project Coordinator. The selected candidate will play a key role in the organisation of international meetings and workshops, web management, and project management. The selected candidates will report to the Head of Division and will work in close co-operation with the assistants in the Division.
Job Description
Main Responsibilities
Events and meetings management
Organise, co-ordinate and manage the planning, preparation, implementation, and follow-up of all the events organised by the Division, at OECD Headquarters Paris and outside the OECD.
Provide all information and guidance necessary to enable effective event management, throughout all the different stages of the event organization.
Provide input and guidance to the Division’s events, to both the substantial and administrative parts of the meetings, including room reservation, preparation of participant lists and relevant materials, and support during the meetings.
Put in place a methodical system of statistics provision relative to events, to measure participation, satisfaction, gender, etc. and keep those statistics up to date on a regular basis.
Stay abreast of new technologies and innovations in the field of event organisation and propose improvements to existing services and operational procedures.
Assist with the preparation of meetings including relevant documents and reports in the O.N.E Author, PowerPoint presentations, ensuring room documentation, publications and other materials are available.
Provide assistance in the preparation of documents and reports, in both official languages, in accordance with the OECD Style Guide. This includes proof-reading, formatting and the use of OECD applications, as appropriate.
Manage the rooms on site and virtual during meetings and events.
Oversee and co-ordinate the missions for colleagues and stakeholders, ensuring compliance with the OECD policies and practices and timely processing of expenses claims and other follow-up actions.
Web Management
Ensuring the relevant sections of the OECD website relating to the Division’s work are up to date and provide input for visibility of the website content, in collaboration with the Division’s Communications and Publication Officer.
Highly skilled in maintaining web presence, including uploading, and publishing content with efficiency and accuracy.
Proficient in utilising advanced features of CMS, such as creating custom templates and managing user permissions, and can independently manage complex web projects, providing guidance and support to colleagues on web editing tasks.
Establish and maintain effective record management, structured document retrieval and workflow management systems.
Draft short correspondence or notes in both official languages.
Project Management
Work closely with the Programme Manager and Central Management Unit to help prepare funding proposals, keeping track of deadlines and monitoring the funding status.
Undertake first line quality control of transactions for all types of expenditures, ensuring validity of the supporting documents and compliance with OECD’s financial policies and practices.
Stay informed about the Directorate’s work commitments, milestones and main sources of funding, and support policy staff in the implementation of the Programme of Work and Budget.
Oversee the commitment of funds, preparation and monitoring of consultant contracts.
Oversee administrative workflow management, monitor timelines and milestones and co-ordinate with relevant actors to ensure Division workflow efficiency, timely completion of tasks and compliance with the Organisation’s procedures.
Administrative assistance
Provide executive assistance by co-ordinating and managing the operational/logistical elements of the work of the Division. Manage agenda scheduling and establish priority needs for support in the planning of work programme commitments.
Manage the flow of information with the Division, other parts of the Directorate, and with other OECD Directorates. Build and foster excellent client relations with persons at all levels inside and outside the Organisation including Paris-based delegates, officials in capitals, invited experts and service providers. Respond to enquiries in a timely manner, and draft clear and concise correspondence.
Cultivate a spirit of team cohesion within the Division, foster horizontal collaboration across the Directorate, and propose and contribute to the implementation of related initiatives.
Act as back-up to support staff in the Directorate, when necessary.
Qualifications
Ideal candidate profile
Academic Background
Post-secondary level of education with subsequent relevant professional experience.
Office management, secretarial and language studies would be an advantage.
Professional Background
At least three years’ experience in relevant experience in similar roles, preferably in an international environment.
Experience in project co-ordination.
Experience in the organisation of large-scale meetings and events and business travel, on-site and abroad.
Excellent knowledge of the Organisation’s administrative and meeting protocol and procedures or relevant experience acquired in other international organisations.
Broad knowledge of current and emerging technologies and tools and a demonstrated ability to thrive and innovate in a technology-driven environment.
Demonstrated ability to design and introduce new work flows for Division’s efficiency.
Experience in the preparation (formatting, editing and proofreading) of documents/publications.
Tools
Excellent knowledge and experience in the use of the Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) or the ability to quickly learn the standard range of software packages used in the Organisation and to make optimal use of these tools and any new technologies: SRM (Supplier Request Management), eShare, O.N.E. Author, Concur for official travel, SAP HCM, Event Management System (EMS), Conference Reservation Management System (CRMS).
Proficiency in remote conferencing tools e.g. Zoom, MS Teams and other virtual meeting/web conference tools.
Experience updating content on websites, especially with Adobe Experience Manager.
Core Competencies
OECD staff are expected to demonstrate behaviours aligned to six core competencies which will be assessed as part of this hiring processes: Vision and Strategy (Level 1); Enable People (Level 1); Ethics and Integrity (Level 1); Collaboration and Horizontality (Level 2); Achieve Results (Level 1); Innovate and Embrace Change (Level 2).
There are three possible levels for each competency. The level for each competency is determined according to the specific needs of each job role and its associated grade.
To learn more about the definitions for each competency for levels 1-3, please refer to OECD Core Competencies
Languages
Fluency in one of the two OECD official languages (English and French) and good knowledge of the other, with a commitment to reach a very good working level.
Knowledge of other languages would be an asset.
Additional Information
Closing Date:
This vacancy will be filled as soon as possible, and applications should reach us no later than midnight 1 January 2025 (CEST).
Contract Duration
13-month fixed-term appointment, with the possibility of renewal.
What the OECD offers
Monthly base salary starting from 4 302 EUR, plus allowances based on eligibility, exempt of French income tax.
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.
Salary Information
Please note that the appointment may be made at one grade lower in the specified job family, based on the qualifications and professional experience of the selected applicant.
Please note that our Rules and Regulations stipulate that the mandatory retirement age is 67.
Selection process
For retained candidates, written tests and/or video-recorded interviews are foreseen in January 2025, followed by panel interviews in February 2025.
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.
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 Public Governance (GOV) works to help governments at all levels design and implement strategic, evidence-based and innovative policies to strengthen public governance, respond effectively to diverse and disruptive economic, social and environmental challenges and deliver on governments’ commitments to citizens. We provide a forum for policy dialogue and exchange, common standards and principles, comparative international data and analysis to support innovation and reform across the OECD. It supports countries to promote good governance and democracy through more strategic, agile and action-oriented public sectors that improve the functioning of national economies and support growth. It achieves these objectives by working to help governments at all levels design and implement strategic, evidence-based and innovative policies to strengthen public governance, trust in government and democracy, respond effectively to diverse and disruptive economic, social and environmental challenges and deliver on government’s commitments to citizens.
Within GOV, the Public Management and Budgeting Division (GOV/PMB) assists countries improve the performance of their public sector. Guided by good governance principles and sustainable fiscal objectives, it helps countries achieve policy goals through arrangements that allocate budgets to priority areas, organise institutions to deliver, and develop workforce and leadership skills. The work within the Division places a strong emphasis on strategy and the delivery of results. It employs a diverse team of expert practitioners who work in a supportive and dynamic environment that is responsive to the needs of member and partner countries. The Division is committed to helping countries optimally manage financial and human resources in a transparent and accountable manner. To further these objectives, it supports the Committee of Senior Budget Officials (SBO) and the Public Governance Committee Working Party (PGC).
GOV/PMB is looking for an Event and Project Coordinator. The selected candidate will play a key role in the organisation of international meetings and workshops, web management, and project management. The selected candidates will report to the Head of Division and will work in close co-operation with the assistants in the Division.
Job Description
Main Responsibilities
Events and meetings management
Organise, co-ordinate and manage the planning, preparation, implementation, and follow-up of all the events organised by the Division, at OECD Headquarters Paris and outside the OECD.
Provide all information and guidance necessary to enable effective event management, throughout all the different stages of the event organization.
Provide input and guidance to the Division’s events, to both the substantial and administrative parts of the meetings, including room reservation, preparation of participant lists and relevant materials, and support during the meetings.
Put in place a methodical system of statistics provision relative to events, to measure participation, satisfaction, gender, etc. and keep those statistics up to date on a regular basis.
Stay abreast of new technologies and innovations in the field of event organisation and propose improvements to existing services and operational procedures.
Assist with the preparation of meetings including relevant documents and reports in the O.N.E Author, PowerPoint presentations, ensuring room documentation, publications and other materials are available.
Provide assistance in the preparation of documents and reports, in both official languages, in accordance with the OECD Style Guide. This includes proof-reading, formatting and the use of OECD applications, as appropriate.
Manage the rooms on site and virtual during meetings and events.
Oversee and co-ordinate the missions for colleagues and stakeholders, ensuring compliance with the OECD policies and practices and timely processing of expenses claims and other follow-up actions.
Web Management
Ensuring the relevant sections of the OECD website relating to the Division’s work are up to date and provide input for visibility of the website content, in collaboration with the Division’s Communications and Publication Officer.
Highly skilled in maintaining web presence, including uploading, and publishing content with efficiency and accuracy.
Proficient in utilising advanced features of CMS, such as creating custom templates and managing user permissions, and can independently manage complex web projects, providing guidance and support to colleagues on web editing tasks.
Establish and maintain effective record management, structured document retrieval and workflow management systems.
Draft short correspondence or notes in both official languages.
Project Management
Work closely with the Programme Manager and Central Management Unit to help prepare funding proposals, keeping track of deadlines and monitoring the funding status.
Undertake first line quality control of transactions for all types of expenditures, ensuring validity of the supporting documents and compliance with OECD’s financial policies and practices.
Stay informed about the Directorate’s work commitments, milestones and main sources of funding, and support policy staff in the implementation of the Programme of Work and Budget.
Oversee the commitment of funds, preparation and monitoring of consultant contracts.
Oversee administrative workflow management, monitor timelines and milestones and co-ordinate with relevant actors to ensure Division workflow efficiency, timely completion of tasks and compliance with the Organisation’s procedures.
Administrative assistance
Provide executive assistance by co-ordinating and managing the operational/logistical elements of the work of the Division. Manage agenda scheduling and establish priority needs for support in the planning of work programme commitments.
Manage the flow of information with the Division, other parts of the Directorate, and with other OECD Directorates. Build and foster excellent client relations with persons at all levels inside and outside the Organisation including Paris-based delegates, officials in capitals, invited experts and service providers. Respond to enquiries in a timely manner, and draft clear and concise correspondence.
Cultivate a spirit of team cohesion within the Division, foster horizontal collaboration across the Directorate, and propose and contribute to the implementation of related initiatives.
Act as back-up to support staff in the Directorate, when necessary.
Qualifications
Ideal candidate profile
Academic Background
Post-secondary level of education with subsequent relevant professional experience.
Office management, secretarial and language studies would be an advantage.
Professional Background
At least three years’ experience in relevant experience in similar roles, preferably in an international environment.
Experience in project co-ordination.
Experience in the organisation of large-scale meetings and events and business travel, on-site and abroad.
Excellent knowledge of the Organisation’s administrative and meeting protocol and procedures or relevant experience acquired in other international organisations.
Broad knowledge of current and emerging technologies and tools and a demonstrated ability to thrive and innovate in a technology-driven environment.
Demonstrated ability to design and introduce new work flows for Division’s efficiency.
Experience in the preparation (formatting, editing and proofreading) of documents/publications.
Tools
Excellent knowledge and experience in the use of the Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) or the ability to quickly learn the standard range of software packages used in the Organisation and to make optimal use of these tools and any new technologies: SRM (Supplier Request Management), eShare, O.N.E. Author, Concur for official travel, SAP HCM, Event Management System (EMS), Conference Reservation Management System (CRMS).
Proficiency in remote conferencing tools e.g. Zoom, MS Teams and other virtual meeting/web conference tools.
Experience updating content on websites, especially with Adobe Experience Manager.
Core Competencies
OECD staff are expected to demonstrate behaviours aligned to six core competencies which will be assessed as part of this hiring processes: Vision and Strategy (Level 1); Enable People (Level 1); Ethics and Integrity (Level 1); Collaboration and Horizontality (Level 2); Achieve Results (Level 1); Innovate and Embrace Change (Level 2).
There are three possible levels for each competency. The level for each competency is determined according to the specific needs of each job role and its associated grade.
To learn more about the definitions for each competency for levels 1-3, please refer to OECD Core Competencies
Languages
Fluency in one of the two OECD official languages (English and French) and good knowledge of the other, with a commitment to reach a very good working level.
Knowledge of other languages would be an asset.
Additional Information
Closing Date:
This vacancy will be filled as soon as possible, and applications should reach us no later than midnight 1 January 2025 (CEST).
Contract Duration
13-month fixed-term appointment, with the possibility of renewal.
What the OECD offers
Monthly base salary starting from 4 302 EUR, plus allowances based on eligibility, exempt of French income tax.
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.
Salary Information
Please note that the appointment may be made at one grade lower in the specified job family, based on the qualifications and professional experience of the selected applicant.
Please note that our Rules and Regulations stipulate that the mandatory retirement age is 67.
Selection process
For retained candidates, written tests and/or video-recorded interviews are foreseen in January 2025, followed by panel interviews in February 2025.
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.