Company Description

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 Transport Forum (ITF) is an intergovernmental organisation which operates as an autonomous body within the framework of the OECD that organises dialogue for better transport. As the only global body with a mandate for all transport modes, we serve as a think tank for our 69 member countries and offer a platform for knowledge exchange among transport decision-makers and civil society. The ITF’s annual Summit is the world’s largest gathering of transport ministers and the leading global platform for dialogue on transport policy.

The ITF is looking for a Programme Coordinator to provide executive and administrative assistance, coordination of support work, project and event management and support on event communications in the Institutional Relations and Summit Unit (IRS). The selected candidate will work under the supervision of the Head of Institutional Relations and Summit and work as a member of the Summit team. 

Job Description

Co-ordination of support work and project management

• Ensuring efficient workload processing and providing guidance on logistical and administrative matters to ITF staff working on the Summit and outreach activities as needed. Work with other OECD directorates, as required.
• Support the Head of Unit and managers in ensuring efficient oversight and coordination of cross-directorate aspects of ITF Summit tasks and activities, including liaising with staff across Directorates and central functions.
• Ensure efficient management and communication of shared workspaces and project management tools, such as Trello and databases.

 Events and meetings management

• Co-ordinate and oversee the scheduling of all meetings and events organised by the IRS team.
• Assume responsibility for the organisational aspects of meetings and workshops and perform the organisational and logistical tasks for these meetings (e.g. managing room reservations, catering arrangements, preparation of documents and participant lists, and other general support during meetings at OECD headquarters as well as other locations).
• Draft correspondence in both OECD languages as required.
• Organise, circulate and oversee the filing of information, including tracking delegates’ contact information and updating the ITF distribution lists.
• Ensure efficient communication between staff, event speakers, and moderators regarding session organisation, meetings, access to the event management software, and the follow-up of enquiries.
• Act as the main contact point for the ITF Summit service providers, including contracts, payments and monitoring.
• Oversee and coordinate with the ITF communications team and third-party providers the development and execution of web tools, a website, and a mobile app for the ITF Summit.

Executive and administrative assistance

• Provide executive and administrative assistance to the ITF Institutional Relations and Summit team in managing the logistical elements of the ITF Summit and other projects and programmes.
• Coordinate logistical preparation of the formal ITF statutory and ad-hoc bilateral meetings as needed; advise on logistical issues; identify and highlight information useful for the work organisation; take any required follow-up action; ensure deadlines are met.
• Draft correspondence and notes and manage information flows and records.
• Act as the administrative focal point for contact with external stakeholders. Manage the IRS generic account.
• Coordinate business travel for the team, including bookings, visa applications and processing of expense claims.
• Support to the preparation, development and evaluation of procurement processes.
• Prepare and process financial commitments, contracts, and associated payments for intellectual service providers and invited experts, including providing advice to the Head of Unit on contract format and processes.

Qualifications

Academic Background

• Post secondary education with relevant training and/or experience.
• A university degree in a relevant area such as, economics, political science, international relations, communications and experience in an international work environment would be an advantage.

Professional Background

• A minimum of three years’ relevant experience, preferably in an international organisation.
• Excellent knowledge of the Organisation’s administrative, budgetary and meetings procedures or the ability to learn and assimilate new rules and procedures quickly.

Tools

• Excellent knowledge and experience in the use of the Microsoft Office Suite (Word, Excel, Outlook, Powerpoint), project management tools and 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, eShare, O.N.E. Author,  SAP/Concur Missions, Event Management System (EMS), Conference Reservation Management System (CRMS), SRP.
• Knowledge of design software – such as Adobe InDesign and Illustrator, and of web editing platforms would be an asset.

Core competencies

• OECD staff are expected to demonstrate behaviours aligned to six core competencies which will be assessed as part of this hiring proces: 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 1).
• 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 knowledge of the other, with a commitment to reach a 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 10 July 2024 (CEST).

Contract Duration

• Two-year fixed-term appointment, with the possibility of renewal.

Selection Process

• For retained candidates, written tests are tentatively planned for end July 2024 and Panel interviews are tentatively planned for end August 2024.

What the OECD offers (External only)

• Depending on level of experience, monthly salary starts at EUR 4302.38 plus allowances, based on eligibility, exempt of French income tax.
• Please note that the appointment may be made at a lower grade depending on the qualifications and professional experience of the selected applicant.
• 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.

The OECD is an equal opportunity employer and welcomes the applications of all qualified candidates, 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.