Overview
The role involves carrying out a broad range of administrative tasks in support of various divisions within the Economics Department, assisting with planning, information management, event organisation, and document support.
Key Responsibilities
- Assist with day-to-day requests and overall planning of activities and efficient running of the division.
- Manage calendars, handle mail, and draft routine correspondence.
- Establish and maintain records management, document retrieval, and workflow management systems.
- Prepare and manage commitments, contracts, and payments for intellectual service providers.
- Liaise with financial services for budget monitoring and expenditure forecasting.
- Prepare and coordinate market consultations and calls for tenders.
- Provide guidance on financial procedures and thresholds.
- Organise recruitment panel interviews.
- Provide onboarding support for new staff and interns.
- Disseminate new guidelines and best practices.
- Assist in the organisation of workshops, meetings, and conferences (in person, remote, hybrid).
- Contribute to the organisation of Committee meetings, including logistics and operational support.
- Liaise with OECD member country Delegates.
- Help prepare and format agendas for meetings.
- Liaise with interpretation, remote conferencing, reception, and technical teams.
- Organise business travel for staff and external participants.
- Assist in the preparation of documents, working papers, and publications (planning, formatting, editing, proofreading).
- Ensure conformity of documents with the OECD Style Guide.
- Liaise with the translation team for document translation.
- Upload and update documents on OECD file-sharing platforms.
- Liaise with communications teams for publication launches.
- Liaise with print shops for printing of publications.
- Format and post specific country notes.
- Update intranet and internet websites.
- Act as division timekeeper.
- Back up other assistants during periods of heavy workload.
Required Experience
- Relevant experience in similar assistant roles, preferably in an international environment.
- Experience in the preparation (formatting, editing and proofreading) of documents/publications.
- Experience in the organisation of large-scale meetings and events and business travel, on-site and abroad.
- Experience in budget monitoring would be an advantage.
- Excellent knowledge of the administrative rules and procedures of the Organisation or the ability to learn and assimilate new rules and procedures quickly.
Qualifications
- Secondary level of education.
- Office management, secretarial and language studies would be a definite advantage.
