Temporary Remote Conferencing Assistant

  • Location:
  • Salary:
    negotiable
  • Job type:
    Temporary
  • Posted:
    2 weeks ago
  • Category:
    Administration, Communications
  • Deadline:
    December 5, 2022

JOB DESCRIPTION

THE OECD – Who we are, what we do

The Organisation for Economic Co-operation and Development (OECD) is an international organisation comprised of 38 member countries, that works to build better policies for better lives. Our mission is to promote policies that will improve the economic and social well-being of people around the world. Together with governments, policy makers and citizens, we work on establishing evidence-based international standards, and finding solutions to a range of social, economic and environmental challenges. From improving economic performance and creating jobs to fostering strong education and fighting international tax evasion, we provide a unique forum and knowledge hub for data and analysis, exchange of experiences, best-practice sharing, and advice on public policies and international standard-setting.

THE EXECUTIVE DIRECTORATE (EXD)

The Executive Directorate (EXD) is the steward of OECD resources, on behalf of the Secretary-General.  Our focus is on people and their wellbeing; the effective and efficient management of the budget; the safety and security of staff, Delegations, visitors, and of the OECD’s data; maintaining and sustaining physical and digital infrastructure; and enabling the convening power of the OECD through conferences, meetings and events, whether virtual, physical or hybrid.  As well as providing corporate services, functions and management support to our staff and Members, we provide integrated, strategic and expert advice on corporate policies and management issues to the Secretary-General, to Council and to Standing Committees, to which we regularly report on corporate matters. We also provide compliance and risk management functions (for management areas under our purview). Ours is a fast-paced environment focused on delivering management excellence across all of our functions.

 

THE CONFERENCE, SECURITY AND INFRASTRUCTURE SERVICE (EXD/CSI)

Within the OECD’s Executive Directorate (EXD), the Conference, Security and Infrastructure Service (EXD/CSI) is responsible in particular for the conference services, language services (interpretation and translation), safety and fire security of OECD staff, delegates and visitors and the management and operation of OECD buildings facilities in Paris and at OECD Centres abroad.

In particular, it manages the OECD’s conference spaces and ensures that remote conferencing and audio-visual services and other high-quality conference services are available to those organising and attending meetings and events.

THE POSITION

EXD/CSI/CSD is looking for a temporary assistant to carry out a range of administrative duties in the Remote Conferencing and Audiovisual units. The selected candidate will work under the supervision of the Remote conferencing coordinator and in close collaboration with the other members of the team.

Main responsibilities

Administrative support

  • Help in the preparation of web conferences :
    • Collect information provided by meeting organisers and through CRMS (Conference Management System) to prepare a daily planning with all necessary services requests (interpretation, audiovisual support, remote conferences, webcasting, recordings…).
    • Ensure the reservation of appropriate technical support in coordination with all relevant services.
    • Ensure a good communication flow with all services involved.
    • Coordinates technical support needs with subcontractor for interpreted virtual meetings.
  • Update team calendars (interpreters support) with all necessary information for the organization of interpreted virtual meetings.
  • Advise client-meeting organisers in the preparation of their events and help them to book appropriate services and room reservations in CRMS.

Billing and reporting

  • Monitor the billing of audio visual and remote conferencing services in CRMS, adjust when needed and provide regular reporting.
  • Place orders with sub-contractors and ensure coordination of their interventions.

Other tasks

  • Monitor and direct email requests from the remote conferencing generic account to the relevant services.
  • Perform a range of administrative tasks for the Division as required.

Ideal candidate profile

Academic background

  • Very good Secondary level of education, preferably post-secondary.
  • Training as an assistant would be an advantage.

Professional Background

  • At least 3 years’ relevant experience in an assistant role with similar responsibilities, preferably in an international environment.
  • Excellent knowledge of the administrative rules and procedures of the OECD or a similar organisation or proven 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, and PowerPoint) and the ability to quickly learn the standard range of software packages used in the Organisation e.g. Conference Reservation Management System (CRMS).
  • Basic understanding of one or more of the main web conferencing applications such as WebEx, Skype for Business, Teams, Zoom.

Languages

  • Fluency in one of the two OECD official languages (English and French) and good knowledge of the other, with a commitment to reach a very good working level.

Core Competencies

  • For this role, the following competencies would be particularly important: Achievement focus, Drafting skills, Teamwork, Client focus, Diplomatic sensitivity, Organisational knowledge. Please refer to the OECD Core Competencies and the level 1 indicators.

Contract Duration

  • 3-month contract starting as soon as possible – with the possibility of renewal.
  • This opportunity is primarily open to serving officials. It is also open to temporary staff.

Salary Information

  • Salary and conditions will depend on the experience of the selected candidate as well as on her/his status (temporary staff or official).

Please note that our Rules and Regulations stipulate that the mandatory retirement age is 65.

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.