Event Coordinators

Main Responsibilities

Conference Facilities

• Contribute to the optimal use of the IEA Conference Facilities accommodating all IEA events 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.

Events Co-ordination

• 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.

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.

Other duties:

• 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.

Qualifications :

Ideal Candidate Profile

Academic Background

• Post secondary education (University degree preferably) with a specialisation in management project management or event management.

Professional Background

• 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.

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.

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).
• To learn more about the definitions for each competency for levels 1-3 please refer to OECD Core Competencies.

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.

Additional Information :

Closing Date

• Applications should reach us no later thanmidnight Sunday June:59 pm (Paris time).

Contract Duration

• This vacancy will be used to fill multiple positions. The appointment type will be determined based on the needs of the Directorate and will be confirmed when an offer of employment is made to the selected candidate (for reference the IEA usually offers 24-month employment contracts with the possibility of renewal).

What the OECD offers

• Monthly salary starts at 5 227.06 EUR plus allowances based on eligibility exempt of French income tax.
• Click here to consult the Staff Regulations applicable to officials of the OECD. Please note that from 1 July 2025 all Official appointments will be made under the OECDs new contractual modalities.
• Click hereto learn more about what we offer and why the OECD is a great place to work.  
• Click here to browse our People Management Guidebook and learn more about all aspects relating to people at the OECD our workplace environment and many other policies supporting staff in their daily life.
• The appointment may be made at one grade lower in the specified job family based on the qualifications and professional experience of the selected applicant.

Selection Process

For retained candidates the selection process may include a video-recorded interview job-based assessment and panel interviews.

The OECD is an equal opportunity employer and welcomes the applications of all qualified candidates who are nationals of OECD member countries* irrespective of their racial or ethnic origin opinions or beliefs gender sexual orientation health or disabilities.

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.

Remote Work :

No

Employment Type :

Full-time