The Nuclear Energy Agency - Personal Assistant - Front Office

Main Responsibilities

Planning organisation and front office management

• Assist the DirectorGeneral and Deputy DirectorGeneral in managing their schedule including setting up appointments meetings and related logistical arrangements. Receive and assist visitors who are frequently highlevel officials.
• Manage the agenda and priorities of the ODG in particular the agenda of the DirectorGeneral coordinating inputs from across units and divisions at the NEA for horizontal priorities and responding to other requests from NEA senior management.
• Flag priority issues requiring immediate attention and take initiative to follow up on matters that do not require their attention.
• Contribute to the overall planning of activities and smooth running of the DirectorGenerals office ensure good communication flows with NEA management and staff.
• Organise official international missions and prepare all travel arrangements. Coordinate and provide organisational support for all official and associated social engagements. Identify and assemble relevant briefing material and necessary background documentation prior to meetings and official travel. Prepare expense claims on return.
• Foster and maintain good working relations with the correspondents of highlevel contacts of national delegations and administrations business and other international organisations and within the OECD. Ensure tact and discretion in all communications.

Correspondence and presentations

• Draft routine correspondence in both official languages. Communicate effectively and professionally with external parties by telephone and email in both official languages.
• Support the preparation of the DirectorGeneral the Deputy DirectorGeneral and Senior Advisors oral and written presentations by developing and editing PowerPoint presentations and written materials.
• Organise incoming mail (electronic and paper) according to priority forward to senior staff as necessary prepare draft replies and followup on matters which do not require the personal attention of the DirectorGeneral the Deputy DirectorGeneral and Senior Advisors. Delegate action items to the Deputy DirectorGeneral and/or the divisions on the DirectorGenerals behalf when appropriate. Coordinate followup actions ensuring that deadlines are met and correspondence is answered in a timely manner. Track replies and monitor pending actions as necessary keeping the DirectorGeneral the Deputy DirectorGeneral and Senior Advisors informed of ongoing work. Maintain current files and office records.

Administration and information flow management

• Manage NEA administrative tasks requiring the DirectorGeneral the Deputy DirectorGeneral and Senior Advisors approval or attention including staff missions and contracts. Manage the effective flow of information between the DirectorGenerals office and the Deputy DirectorGeneral and divisions. Regularly share information and maintain close collaboration with division assistants.
• Filter incoming calls and respond to general enquiries. Identify priority issues and bring them to the DirectorGenerals attention.
• Carry out other related duties as assigned.

Qualifications :

Ideal Candidate Profile

Academic Background

• University degree or equivalent experience in management or administration or related fields.

Professional Background

• Proven relevant experience as a personal assistant to a senior official preferably in an international environment.
• Excellent knowledge of the administrative rules and procedures of the OECD or the ability to learn and assimilate such rules and procedures quickly.
• High degree of discretion and ability to work and communicate effectively and with tact and diplomacy in a multicultural environment with colleagues at all levels and with delegations and highlevel stakeholders.
• Experience managing conflicting requests according to strict deadlines and ability to work rapidly and accurately under pressure. Ability to work independently and to take initiative.

Tools

• Excellent knowledge and experience in the use of the Microsoft Office Suite (Word Excel Outlook Powerpoint).
• Knowledge of or the ability to quickly learn other software applications including those used at the OECD such as: eOSG Sharepoint Concur Event Management System Conference Reservation Management System Authoring Environment SRM.

Additional Information :

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.
• There are three possible levels for each competency. The level for each competency is determined according to the specific needs of each job role and its associated grade.
• To learn more about the definitions for each competency for levels 13 please refer to OECD Core Competencies.

Languages

• An excellent written and oral command of one of the two official languages of the OECD (English and French) and a demonstrated ability to draft and present clear and concise reports in this language; and working knowledge of or willingness to learn the other.

Contract Duration

• Openended appointment.

What the OECD offers

• Depending on level of experience monthly salary starts at 5135 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 openended and fixedterm functions. 

Closing date

• This vacancy should be filled as soon as possible and applications should reach us no later than23h59 Paris time 15 April 2025. 

Selection Process

For retained candidates written tests/videorecorded interviews are foreseen endApril 2025 and panel interviews are planned for midMay 2025.

The OECD is an equal opportunity employer and welcomes applications from all qualified candidates who are nationals of who are nationals of NEA or OECD member countries irrespective of their racial or ethnic origin opinions or beliefs gender sexual orientation health or disabilities. Our selection processes are meritbased; we strive to enhance diversity both from national and gender perspectives while running fair transparent and competitive selection processes.

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