Company Description

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-members of growing importance to the world economy. The Agency aims to foster the contribution of the energy sector to economic development and environmental sustainability.

The IEA Headquarters are in Paris and have an approximate office space of 7,200m2, including some conference facilities. The Conferences, Buildings and Security unit (CBS) manages the IEA buildings and conference facilities as well as ensures security, health, and safety. CBS implements the Agency’s contractual relationships with landlords and is responsible for the effective and efficient operational management of facilities via its different sub-contractors (e.g., cleaning, security, audio-visual, maintenance, works, movers…) as well as for ensuring mail distribution and coordinating logistics of the Executive Office. The Agency organises 400 events per year in different formats (i.e., physical, hybrid or fully virtual) and welcomes some 8000 delegates annually.

Job Description

CBS is looking for a Project Assistant – Multitechnical Maintenance, who will provide technical and administrative support for facility services delivered within the IEA. The Project Assistant will work closely with the Facilities Management Co-ordinator and report directly to the Head of Unit. S/he will also work in close collaboration with the rest of the CBS unit as well as the Information Systems Unit (ISU).

It should be noted that the incumbent will be expected to work outside usual working hours as required and the hours recovered through time off in lieu of the hours worked at the discretion of the CBS Unit.

Main responsibilities

Building and Facilities Management

• Supervise technical contractors, providing clear instructions, and applying high standards of contract performance and health and safety. Report and record shortfalls in service delivery.
• Plan and co-ordinate visits for repairs and minor works, periodic and preventative maintenance, including statutory and recommended controls, office landlord maintenance.
• Ensure quality control of preventive and corrective maintenance using Computerised Maintenance Management Systems (CMMS), produce operating reports and monitor activity performance indicators.
• Carry out all necessary actions to anticipate technical defects and ensure the operational continuity of critical technical infrastructures.
• Undertake regular inspections and report needed repairs to relevant stakeholders. Take timely and appropriate action in response to requests lodged by staff to the CBS helpdesk, keeping superiors and requestors informed of progress.
• Assist in creating graphic simulations of office layouts.
• Assist in the implementation of office transfer projects.
• Act as back-up to other support staff in the CBS Unit when necessary, including the Audio-visual and remote conferencing technician.

Health and Safety

• Complete and submit for approval standard health and safety risk assessments with contractors following the OECD guidance and standard templates. Inspect works in progress and report any non-compliant safety issues.
• Brief more senior officials on any matter that affects the safety and working environment of staff, delegates and visitors.

Administrative support

• Participate in all stages of buildings’ procurement processes, prepare and process contracts and associated payments for service providers using the OECD internal tools, and keep the assets inventory up to date.
• Assist in preparing material for the SharePoint site, ensuring that the information is regularly updated.
• Adopt a continuous learning approach with regard to evolving corporate systems and procedures and other relevant IT tools used in CBS.
• Carry out other tasks, as required.

Qualifications

Ideal Candidate Profile

Academic Background:

• Post-Secondary school diploma of technical studies (BTS in France) in Facilities, Buildings, Electricity, Electronics, Audio-visual, IT, or a similar field.

Professional Background:

• At least 3 years’ experience in Facilities or Buildings’ related activities, supervising external contractors, and with some experience in procurement (public or private call for tenders).
• Good knowledge of Frech Buildings’ codes and regulations as well as of Health and Safety.
• Experience with Computerised Maintenance Management System (CMMS) would be an advantage.
• Experience with access control software would be an advantage.
• Experience with audio-visual and remote conferencing systems would be an advantage.
• Experience in a multicultural environment would be an advantage.

Tools:

• Good knowledge of Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and the ability to quickly learn the standard range of software packages used in the Organisation.
• Good knowledge of AutoCAD software would be an advantage.

Languages

• Fluency in one of the two official languages of the OECD (English and French) and knowledge of the other, with a commitment to reach a good working level.

Additional Information

Closing Date:

• This vacancy will be filled as soon as possible, and applications should reach us no later than midnight 16th April, 2024 (CEST).

Contract Duration

• 12-months, with the possibility of renewal.
• Ideal starting date:  asap

Salary Information

For temporary staff, salary starts at 2,780 EUR per month.

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.