Crisis Management Committee Support And Administrative Assistant

Crisis Management Committee Support And Administrative Assistant

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. The Executive Directorate (EXD) is the steward of OECD resources, on behalf of the Secretary-General. Within the OECD's Executive Directorate (EXD), the Conference, Security and Infrastructure Service (EXD/CSI) is responsible for facilitating conferences that bring together delegates from our 38 Member countries, key partners and other stakeholders, for language services (interpretation and translation), for safety and fire security of OECD staff, delegates and visitors, and for the management and operation of OECD buildings in Paris and OECD Centres abroad.

The Security Service is seeking a motivated, detail-oriented professional to provide support to a highly-specialised team of around 40 staff and to the Organisation more broadly across a wide range of tasks. The selected candidate will report to the Head of the Security Service and will work closely with the External Security Team. S/he will support the smooth running of the OECD's Crisis Management Committee (CMC), which is composed of a range of experts and ensures the Organisation's readiness in case of a crisis situation. S/he will assist the Security Service with the organisation of its expanding programme of security-related training for OECD staff, and support day-to-day administrative tasks such as travel coordination, time-keeping and procurement.

Main responsibilities:

• Take detailed notes during CMC meetings and deliver accurate minutes to the Executive Director's Office in English and French.
• Liaise and provide comprehensive support to the team in charge of Crisis Management in the Security Service.
• Maintain the crisis room's operational readiness, ensuring all necessary tools and documents are available in case of a crisis.
• Coordinate with the remote conferencing team to manage IT and technical setup for optimal CMC functioning.
• Assist in organising and supporting crisis exercises.

Missions Coordination:

• Organise and prepare official missions and travel for the Head of Security and other security staff, including complex travel arrangements for high-level events and processing related expense claims using Concur the OECD's travel tool.
• Liaise with other OECD directorates for security accompaniment for international missions involving the Secretary General and the Ambassadors seminars.

Training Organisation:

• Assist the External Security Section with the organisation of Travel & Security Training sessions by identifying internal participants, coordinating schedules with the training school and groups, and managing logistics.
• Manage registration and follow-up for Fire Safety and Rescue Unit courses (First Aid, Extinguishers, Bicycle Safety) using OECD Campus the OECD's training platform.

Other Administrative Duties:

• Serve as the timekeeper for the Security service.
• Manage ordering office supplies for the Security service.
• Perform additional official tasks as reasonably assigned by the line manager.

Ideal candidate profile:

• Academic Background: A good secondary level of education.
• Professional Background: Relevant experience as an assistant, preferably in an international organisation. Excellent knowledge, or ability to quickly gain the knowledge, of the rules and administrative procedures of the OECD, as well as of the procedures for the organisation of missions. Strong organisational and coordination skills, and proficiency in notetaking. Previous experience or interest in security protocols and/or crisis management would be an advantage.
• Tools: Expert knowledge and extensive experience of Microsoft Office, including Word, Excel and PowerPoint. Excellent knowledge of the OECD applications, such as Concur, HR Renewal (Timekeeping tool), OECD Campus, or the ability to quickly learn them.
• Languages: Fluency in one of the two OECD official languages (English and French) and working knowledge of, or willingness to learn the other, with a commitment to reach a good working level. This role requires fluency in both oral and written English and French due to the nature of the Crisis Management Support work and the note-taking requirements.
• Core Competencies: 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).

Contract Duration: 24 month fixed-term appointment, with the possibility of renewal to a maximum of 36 months.

Closing Date: This vacancy should be filled as soon as possible, and applications should reach us no later than midnight on 1st September 2025 (Paris time).