Event Coordinators

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 International Energy Agency (IEA) is an intergovernmental organisation with 32 member countries 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 Organisation for Economic Co-operation and Development. Both the OECD and the IEA seek opportunities to work with an increasing number of non-member countries 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 IEA also has a Regional Cooperation Center in Singapore. The Conferences, Buildings and Security unit (CBS) manages the IEA buildings and conference facilities as well as ensures security, health, and safety. The Agency organises some 400 events per year in different formats (i.e., physical, hybrid or fully virtual) and welcomes some 8,000 delegates annually.

The IEA seeks to constitute a pool of candidates for current and upcoming needs, for operating the conference facilities and coordinating conferences, ministerial meetings, receptions, exhibitions and related events organised by directorates, Delegations and external entities, in Paris and abroad. The event co-ordinators are an integral part of a dynamic and reactive team, liaising with the Organisations high-level stakeholders and providers. The nature of the work is fast paced and energetic, and might require selected candidates to be called upon to work outside regular office hours, and occasionally on weekends or public holidays.

Main Responsibilities

Contract Management and Procurement

- Participate in Events’ related procurement processes working closely with the OECD Central Purchasing Group. Prepare terms of reference, carry out bid analysis, and prepare contracts and purchase requests as appropriate.
- Coordinate framework contracts (e.g. catering, plants, reception…) and other subcontractors including the smooth functioning of the IEA Café, ensuring quality control and implementing performance management techniques to monitor and demonstrate achievement of agreed service levels.
- Assist in events’ billing and ensure that invoices are issued and paid on time.

Ideal Candidate Profile

Tools

- Excellent knowledge of Microsoft Office Suite (e.g. Word, Excel, Outlook, PowerPoint) and knowledge of, or the ability to learn internal applications used to manage events and conference room usage (EMS/CRMS).
- Familiarity with events platform, e.g. Inwink, Eventtia, would be an asset.
- Familiarity with OECD administrative tools will be an asset, in particular, SRP, SRM and EMS or ability to learn these skills quickly.

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.

Responsibilities

Contribute to the optimal use of the IEA Conference Facilities accommodating all IEA event’s needs; Prepare a provisional annual conference program and collaborate with teams to support planning and coordination efforts; Organise visits and presentations of the IEA Conference facilities and related services to potential events organisers.; Establish close contact with committee secretariats, Delegations and events organisers, with a view to fully understand their meeting needs, advising on all potential arrangements, providing all necessary information and proposing improvements where applicable.; Ensure that health and safety standards are applied to the conference service liaising with the Head of CBS and the Facilities team.; In the event of a fire or other major crisis, act as fire warden and assist in the evacuation of conference delegates.; Able to translate a brief into a vision, objectives, activities, tasks and outcomes, meeting or exceeding the targets set, and providing advise on all events’ related aspects.; Coordinate IEA and third-party events implementing effective project management tools and best practises to ensure the timely delivery of expected outputs.; Define provisional budgets and implementation scenarios required to organize each event in order to meet the objectives and make the most efficient use of resources.; Provide regular project status updates, communicate with internal teams, clients and external contractors, stakeholders, Delegates and/or senior management as needed.; Co-ordinate the overall logistics and administration of events. Liaise with other support services and with external suppliers as appropriate to ensure timely responses to requests and quality services.; Stay abreast of best practices, and new technologies and innovations linked to events organization (e.g. events platform, special formats, scene and production…), become familiar with them and propose improvements to existing services and operational procedures.; Provide advice and in-house training to assistants on events’ related aspects, tools, and OECD events systems as appropriate.; Regularly review and update content of CBS Conferences SharePoint site.; Assist in other activities of the Unit and replace events’ colleagues in their absence, as required.

Requirements

Post secondary education (University degree preferably) with a specialisation in management, project management or event management.; At least five years’ proven experience in organising large, complex events, and/or high-level events, in both the public and/or private sectors, with a thorough knowledge of both physical and digital events.; Demonstrated experience coordinating the suppliers and the overall logistics in high-level events.; Excellent ability to liaise and interact with different types of audiences and to maintain contacts with stakeholders.; Proven experience and training in protocol management would be an asset.; Experience working in a multicultural and diplomatic environment would be an asset.; Experience operating a conference facility would be an asset.; 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 .