Facilities Management Co-ordinator

Main Responsibilities

Facility and Project Management

• Contribute to the definition and implementation of the Facility Management outsourcing strategy and procedures for both soft and hard services.
•  Coordinate a small team of two Project Assistants acting as a resource of guidance and support where needed.
• Prepare and monitor a multi-year maintenance and assets replacement plan ensuring technical installations and office space are maintained in solid conditions and compliant with current regulations (technical labour code fire safety health and safety etc.).
• Manage projects on occupied premises from definition to handover implementing project mangement tools and best practises without jeopardising service continuity and ensuring support and clear communication with clients.
• Ensure that the record of completed works and the technical databases (As Built) as well as physical inventories are kept up to date.
• Oversee all hard and soft office facility services contractors.
• Provide regular project status updates communicate with internal teams clients and external contractors and draft presentations for stakeholders and/or senior management as needed.
• Oversee Facilities related IT systems (e.g. BMS CMMS desk booking system helpdesk) and track customer satisfaction.

Contract Management and Procurement

• Participate in Facilities related procurement processes for soft and hard services working closely with the OECD Central Purchasing Group. Prepare terms of reference and technical specifications carry out bid analysis participate in contract negotiations and purchase requests as appropriate.
• Coordinate schedule and supervise subcontractors ensuring quality control and implementing performance management techniques to monitor and demonstrate achievement of agreed service levels.
• Oversee framework contracts including drafting purchase and service orders producing site inspection reports approving contractor authorisations and certifications and validating supplier invoices.
• Manage the reception and formal acceptance of goods and services oversee contractual guarantees and reports handle the lifting of minor reserves and ensure comprehensive records of executed works for efficient maintenance.
• Provide statistics and contribute to the monitoring and updating of operational key performance indicators (KPIs) of buildings subcontractors.

Fire safety health and security

• Ensure all contractors comply with the fire security and health and safety requirements.
• Plan the preparation and execution of fire evacuation exercises taking on the role of one of the Agencys fire wardens.
• Plan the fire health and safety training programme for the IEA staff.
• Regularly review and update the Security plan. Participate in the reviews of the Crisis Management Plan and play an active role in crisis management.

Other duties:

• Regularly review and update CBS Buildings Sharepoint site content.
• Assist in events billing and ensure that invoices are issued and paid on time.
• Assist in other activities of the Unit and replace other Facilities colleagues in their absence as required.

Qualifications :

Ideal Candidate Profile

Academic Background

• Post secondary education (University degree preferably) in buildings or facility management engineering architecture or another relevant field.

Professional Background

• At least five years proven experience in Facilities or Buildings related activities executing projects managing operational teams and supervising outsourced contractors (e.g. cleaning security technical maintenance works health and safety).
• Proven experience in procurement (i.e. public or private call for tenders technical specification...) building and maintenance contract practice with an understanding of the need to achieve value for money and accountability.
• Good knowledge of French Buildings codes and regulations as well as of Health and Safety regulations.
• Good knowledge of French asbestos regulations would be an asset.
• Experience working in a multicultural and diplomatic environment would be an asset.

Tools:

• Good knowledge of Microsoft Office Suite (e.g. 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.

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 2); Collaboration and Horizontality (Level 2); Achieve Results (Level 2); Innovate and Embrace Change (Level 2).
• 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.
• Ability to draft edit and proofread contracts in English and French.

Additional Information :

Closing Date

• This vacancy should be filled as soon as possible and applications should reach us no later thanmidnight 16 June 2026 (Paris time).

Contract Duration

• 24 month fixed-term appointment with the possibility of renewal.

What the OECD offers 

• Monthly salary starts at 6008.38 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.
• Please note that 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.
• This vacancy may be used to create a pool of candidates for comparable positions both for open-ended and fixed-term functions. 

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