Office manager and liaison coordinator
Office manager and liaison coordinator
Employer Active
Job Alert
You will be updated with latest job alerts via email
Share
Job Alert
You will be updated with latest job alerts via email
Not Disclosed
Salary Not Disclosed
1 Vacancy
Job Description
Main Responsibilities
Office management support events and business travel management
- Provide executive assistance to the SpeciaI Representative as needed including calendar and appointment management drafting and sending routine correspondence arranging travel preparing briefing materials presentations and speeches for external engagements.
- Anticipate and actively prepare meetings events and missions ensure that the Special Representative is provided with all pertinent information and documentation in advance.
- Proactively identify and resolve operational bottlenecks prioritise tasks in response to shifting demands and take initiative in improving internal procedures
Policy analysis research and drafting:
- Prepare comprehensive briefing notes talking points background material and other papers.
- Assist in preparing background documents draft memos briefing material for meetings (internal bilateral and multilateral)
- Assist in drafting official documents and reports as needed.
Coordination liaison and outreach
- Closely coordinate with the Directors office of the Global Relations and Cooperation Directorate and the Washington office.
- Maintain the OECDs calendar of key events at the UN and proactively collaborate with OECD headquarters colleagues to shape the OECDs participation.
- Support delivery of workshops seminars and capacity-building activities.
- Take notes in meetings prepare draft summary records presentations briefing notes prepare and edit reports and carry out background research as required. Facilitate timely reporting to OECD headquarters on key meetings and developments at UN Headquarters.
- Coordinate the offices communications activities including managing events preparing briefs and maintaining contact databases.
- Act as a focal point for protocol matters building effective relationships with UN and host country services and initiating routing requests (e.g. in relation to accreditation documentation access and security visits of OECD officials from headquarters etc).
- Contribute to the visibility and operational effectiveness of the OECDs presence at the UN by ensuring timely coordinated support for senior-level participation and reporting.
- Manage visits of senior officials from OECD headquarters to the UN in collaboration with the Washington Center
General administration finance and budget management
- Maintain and manage the OECDs physical premises and office facilities in New York liaising closely with the OECD buildings finance IT and security teams as well as external stakeholders and vendors. Maintain and update operating procedures for the office.
- Monitor the budget and expenditure of the office manage contracts with local vendors prepare local payments and ensure compliance with OECD financial rules and regulations. Liaise with the OECD Washington Centre on shared finance / procurement processes.
- Carry out administrative tasks such as process of expenses/receipts order stationery/office supplies and liaise with the RMU for leave requests purchase orders and various administrative ad hoc requests.
Qualifications :
Ideal Candidate Profile
Academic Background
- A university degree in international relations economics social sciences management public administration or a related field.
Professional Background
- A minimum of five years of relevant experience work experience as an office manager for senior management or in business and office administration event management communication or a comparable field preferably in an international organisation.
- Relevant experience in research preferably in an international and multi-cultural environment.
- Relevant experience multitasking and managing unexpected tasks within short timelines.
- Ability to communicate effectively orally and in writing in a multicultural environment with colleagues at all levels and with country delegations and high-level stakeholders.
- Familiarity with high-level interactions and required diplomacy and confidentiality skills.
- Ability to co-ordinate with teams in other Directorates.
- Good knowledge of techniques tools and relevant experience of engagement and communication with relevant stakeholders including media outlets.
- High degree of discretion and ability to work and communicates clearly and can clarify requirements and respond efficiently to colleagues and clients with tact and diplomacy in a multicultural environment with colleagues at all levels and with delegations and high-level stakeholders.
- Experience managing conflicting requests according to strict deadlines and ability to work rapidly and accurately under pressure. Ability to work works autonomously to resolve common work issues and take initiative.
- Knowledge of IT infrastructure and fundamentals of network connection will be an asset.
Tools
- Excellent knowledge and proficiency with standard software packages of Microsoft Office Suite (Word Excel Outlook PowerPoint) as well as common collaboration and conferencing tools (Zoom TEAMs Webex). Capable of leveraging advanced features and functionalities to optimise productivity and streamline workflow processes. Ability to quickly learn the standard range of software packages used in the Organisation to respond to requests and co-ordinate client outputs.
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).
- 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
- Knowledge of other languages would be an asset.
Closing Date
This vacancy will be filled as soon as possible and applications should reach us no later than 23h59 on 11 September 2025 (Paris time).
Contract Duration
- 13 months fixed-term appointment with the possibility of renewal to a maximum of 36 months.
- Depending on level of experience monthly salary starts at 5 497.61 $USD plus allowances based on eligibility exempt from income tax (federal state and local).
- Click here to 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.
Selection Process
For retained candidates written tests/video-recorded interviews are foreseen in the third week of September 2025 and panel interviews are expected to take place in the fourth week of September 2025
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
Employment Type
Full-time
