Facility Services Project Assistant - Multitechnical Maintenance

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 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 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. 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.

CBS is looking for a Project Assistant who will provide technical and administrative support for facility services delivered within the IEA. The position forms an integral part of a dynamic and reactive team, liaising with the Organisation’s high-level stakeholders and providers. The nature of the work is fast paced and energetic, sometimes involving the candidate to be called upon to work outside regular office hours, and occasionally on weekends or public holidays. 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 other teams.

Main responsibilities

Ideal Candidate Profile

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.

Responsibilities

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 technical 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.; Make and follow up requests made to landlords’ facilities teams via their corresponding helpdesk tools.; Assist in creating graphic simulations of office layouts and the necessary updates with AutoCAD.; Contribute to the implementation of renovation projects by coordinating various subcontractors including office move projects.; Act as back-up to other support staff in the CBS Unit when necessary, including the Audio-visual and remote conferencing technician and the mail distribution agent.; 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.; Participate in all stages of buildings’ procurement processes, prepare and process work orders, 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 CBS 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.

Requirements

Post-Secondary school diploma of technical studies ( BTS in France ) in Facilities, Buildings, Electricity, HVAC, Electronics, Audio-visual, or a similar field.; A minimum of 3 years’ experience in Facilities or Buildings’ related activities, supervising external contractors and with some experience in procurement (public or private call for tenders, technical specifications).; Good knowledge of French 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 and diplomatic environment would be an advantage.; OECD staff are expected to demonstrate behaviours aligned to six core competencies which will be assessed as part of this hiring process: 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 .