Project Assistant

Main Responsibilities

Planning and information management support

• Assist the Head of Division and division staff with day-to-day requests and the overall planning of activities and efficient running of the division including coordination of meetings resources and administrative processes in collaboration with other assistants as required 
• Manage calendars handle mail draft routine correspondence in both official languages of the Organisation
• Establish and maintain effective records management structured document retrieval and workflow management systems.
• Prepare and manage commitmentscontracts and associated payments for intellectual service providers (external contributors) and invited experts in cooperation with desks/project teams and the RMU to ensure timely payments and effective communication with external consultants.  Liaise with the ProgrammeBudget and Financial Management Service (PBF) as necessary and participate in budget monitoring and expenditure forecasting. Prepare and coordinate Market Consultations and Call for Tenders as required.
• Provide guidance and support division staff on financial procedures and thresholds. Liaise with the RMU to ensure compliance with the Financial Regulations of the Organisation.
• Occasionally organise recruitment panel interviews as required.
• As first division contact point for newly recruited staff & interns ensure a full onboarding is provided along with the necessary training and equipment to be fully operational.
• Disseminate new guidelines and best practices from the RMU to the division staff.

Events and business travel management

• Assist in the organisation of workshops meetings and conferences held in person remotely and in a hybrid mode both in Paris and abroad. This includes: meeting room reservation; catering arrangements; preparation of relevant meeting documents; maintenance of participants lists; liaising with participants; and providing other organisational and logistical support during meetings.
• Contribute to the organization of Committee meetings including:
  • Coordinating the preparation and logistics of meetings (including pre and bilateral meetings) in cooperation with EXD and providing operational support during meetings.
  • Liaise with OECD member country Delegates follow up to enquiries answer questions and provide efficient communications in relation to the meeting organisation.
  • Help prepare and format the agendas for the meetings.
  • Liaise with EXD interpretation remote conferencing reception and technical teams.
• Organise business travel for staff and external participants (missions conferences and events) including travel and accommodation bookings visa arrangements expense processing and follow-up actions in coordination with RMU and the travel agency

Documents publications and web support

• Assist in the preparation of documents working papers and publications including planning formatting editing and proofreading in both official languages (English French) or other languages as required (statlinks references cross references manage sources table of contents cover page hyperlinks tables figures boxes).
• Ensure conformity of documents and publications with the OECD Style Guide.
• Liaise with translation team for the translation of documents.
• Upload and update documents on OECD file-sharing platforms (ONE Members and Partners).
• Liaise with the Directorate for Communications (COM) and ECOs communication team for launching publications.
• Liaise with print shop for printing of publications PPTs and brochures.
• Format and post the Economic Outlook and Foundations for Growth & Competitiveness country notes in cooperation with the division statisticians (for Country Studies Divisions).
• Update the intranet and internet websites as required.

Other tasks

• Act as division timekeeper.
• Work closely with other assistants and ensure the back up of other assistants in periods of heavy workload when necessary.
• Carry out other tasks as required.

Qualifications :

Ideal Candidate Profile

Academic Background

• Secondary level of education.
• Office management secretarial and language studies would be a definite advantage

Professional Background

• Relevant experience in similar assistant roles preferably in an international environment.
• Experience in the preparation (formatting editing and proofreading) of documents/publications.
• Experience in the organisation of large-scale meetings and events and business travel on-site and abroad.
• Experience in budget monitoring would be an advantage.
• Excellent knowledge of the administrative rules and procedures of the Organisation or the ability to learn and assimilate new rules and procedures quickly.

Tools

• Excellent knowledge and experience in the use of Microsoft Office Suite (Word Excel Outlook PowerPoint)
• Excellent knowledge of the range of software packages used in the Organisation e.g. eShare SharePoint SAP Missions Concur Invitations Event Management System Conference Reservation Management System ONE SRP SRM or the ability to learn quickly.

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.

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.

Additional Information :

Closing Date

• This vacancy should be filled as soon as possible and applications should reach us no later thanmidnight on 16 May 2026 23:59 (CEST).

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.
• Please note that in accordance with the OECDs Staff Regulations Rules and Instructions the mandatory retirement age is 67.

Selection Process

• For retained candidates the selection process will include a written test at the end of May followed by panel interviews at the end of June.
• 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. 

What the OECD offers

• Monthly salary starts at 3 878.08EUR 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 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.
• This vacancy may be used to create a pool of candidates for comparable positions both for open-ended and fixed-term functions. 

Remote Work :

No

Employment Type :

Full-time