Assistant - Temporary - Paris, France - OCDE

OCDE

Entreprise vérifiée

Paris, France

il y a 3 semaines

Posté par:

Sophie Dupont

beBee Recruiter

Description

Assistant - Temporary

(

Job Number:

16416

)

Application Closing Date:
, 4:59:00 PM

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 Organisation for Economic Co-operation and Development.

Both the OECD and the IEA seek opportunities to work with an increasing number of non-members of growing importance to the world economy.

Main Responsibilities

Contribute to the smooth running of EXO, working closely with the Senior Assistants in the office.
Carry out administrative tasks as requested, including the ordering of office supplies, reimbursement of reception expenses, filtering incoming calls and responding to general telephone enquiries.
Maintain a tracking system of incoming conference invitations and enquiries for the Executive Office. Draft and transmit official replies based on instructions from EXO colleagues.
Assist with IEA highlevel conference invitation mailings and followup.
Assist with preparation of briefing materials as required by the Executive Director and Deputy Executive Director in advance of their official engagements.

Meetings and missions:

Assist with the organisation of Executive Office highlevel events and meetings, including Ministerial events, senior management retreats, all staff meetings and staff social events;
As requested, organise and prepare official missions for EXO staff using SAP software; processing of expense claims;.

Other Duties

As a backup and in the absence of one of the Assistants, help manage the calendars and receive guests as appropriate.

Continuous learning and process improvement

Keep informed about the Agency's work commitments, milestones and main sources of funding. Proactively suggest improvements to existing administrative processes, workflows and working methods.
Keep abreast of the relevant financial rules pertaining to assigned workflows.

Academic Background:

Secondary level of education.
Training as a secretary/assistant would be an advantage.

Professional Background:

Relevant experience as a secretary/assistant, preferably in an international organisation with experience in the organisation of large meetings both on site and abroad.
Excellent knowledge of the administrative rules and procedures of the Organisation, as well as of the procedures to be followed for the organisation of meetings and missions, or proven ability to learn and assimilate new rules and procedures quickly.
Experience in the preparation (formatting, editing and proofreading) of documents/publications.

Tools:

Excellent knowledge and experience in the use of Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and the ability to quickly learn the standard range of software packages used in the Organisation e.g. eOSG, eCouncil, eShare, Clearspace, SharePoint, Vignette, SAP Missions, Event Management System, Conference Reservation Management System, Authoring Environment, SRP and invitations system.

Languages:

Working knowledge of both OECD official languages (English and French), with the ability to draft routine correspondence in both languages.
Knowledge of other languages would be an asset.
Core Competencies
For this role, the following competencies would be particularly important: achievement focus, drafting skills, teamwork, client focus and diplomatic sensitivity.
Please refer to the level 1 indicators of the OECD Core Competencies.

Contract Duration

Six months (possibility of renewal)
Ideal start date: September/October

Salary Information

For temporary staff, salary starts at 2,750.00 EUR.

The OECD promotes an optimal use of resources in order to improve its efficiency and effectiveness. Staff members are encouraged to actively contribute to this goal.