Office Coordinator

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.

In line with the strategic objectives of the Secretary-General, the Directorate for Employment, Labour and Social Affairs ( ELS ) is the focal point for OECD work on building more cohesive and healthier societies through policy advice related to quality jobs, continuous investment in human capital, reduction in poverty and exclusion, better health-care systems, good management of migration flows and the integration of immigrants and their children.

ELS is looking for an Office Coordinator in its Directors’ Office to carry out a wide range of personal assistant and administrative duties to support the Deputy Director and the Director’s Office. The selected candidate will work under the supervision of the Deputy Director.

Main Responsibilities

Other

- Work collaboratively and constructively with ELS assistants and across the organisation.
- Contribute to directorate wide initiatives to improve team spirit and well-being.
- Drive efficiency gains through the automation of routine processes, continuous enhancement of working methods and use of tools.
- Replace the Office Manager during absences.
- Carry out other related tasks as required.

Ideal Candidate Profile

Tools

- Excellent knowledge of the Microsoft Office Suite, in particular Word and Outlook. Experience using PowerPoint would be an advantage.
- Experience with the software packages used in the Organisation (eCouncil, Concur, Conference Room Reservations, SRP, ONE Author, SRM, etc.).
- Ability to quickly learn and adapt to new tools.

Responsibilities

Provide high-level executive and administrative support to the Deputy Director and Director’s Office, ensuring smooth daily operations.; Manage and optimise the Deputy Director’s calendar: appointments, internal/external meetings, work commitments, social functions, and international engagements.; Draft, proofread, format and finalise routine correspondence, official letters, memos and documents, process official documents via eCouncil/ONE and manage translations when required.; Maintain an accessible electronic and physical filing system and ensure proper management of confidential material.; Welcome and assist visitors, including high level officials, ensuring discretion and protocol are respected.; Foster and maintain strong working relations with counterparts across the Organisation (e.g., SG/DSG offices), national delegations, governments, the private sector and international organisations.; Screen, prioritise and manage emails for the Deputy Director: draft responses, redirect tasks, handle items not requiring the Deputy Director’s personal attention, and flag urgent issues.; Prioritise, track and follow up on incoming requests, projects and correspondence—ensuring deadlines are met, including those from the Office of the Secretary General.; Coordinate daily workflow in the Director’s Office and ensure effective information flow with internal divisions, delegations, and external partners.; In the absence of the Deputy Director, assess and escalate issues requiring immediate attention and liaise with Advisors accordingly.; Ensure that information is clearly and timely relayed to relevant staff and stakeholders.; Maintain professional, courteous communication on behalf of the Director’s Office with internal and external interlocutors.; Organise and manage logistical and administrative aspects of meetings led by the Director’s Office: room bookings, catering, technical requirements, document formatting, invitations, and coordination with internal support units.; Identify and assemble information for the Deputy Director prior to important meetings based on the information and programme.; Organise missions for the Deputy Director and Director’s Office staff, as required: flights, hotels, registrations, visas, Concur mission orders, expense claims and reimbursement follow-up.; Prepare and assemble background documents, briefing files and relevant information for meetings and missions.; Liaise with government officials, local authorities and co organisers to ensure protocol, security and logistical arrangements for meetings or missions abroad.

Requirements

Very good secondary level education and relevant post-secondary education or experience, preferably within an international organisation.; At least five years' experience as a personal assistant to a high-level national or international civil servant, and experience in the environment domain would be an advantage.; Knowledge of the administrative rules, procedures and systems of the Organisation would be an advantage, or the ability to learn and assimilate them quickly.; 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 1).; To learn more about the definitions for each competency for levels 1-3, please refer to OECD Core Competencies .