Crisis Management Committee Support and Administrative Assistant

Company 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 risk management functions (for management areas under our purview). Ours is a fast-paced environment focused on delivering management excellence across all 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 for facilitating conferences that bring together delegates from our 38 Member countries, key partners and other stakeholders, for language services (interpretation and translation), for safety and fire security of OECD staff, delegates and visitors, and for the management and operation of OECD buildings in Paris and OECD Centres abroad. 

Within EXD/CSI, the Security Service (EXD/CSI/SEC) is responsible for the operational protection of people, property and OECD information on a 24/7 basis, and supervises the control of all access to the headquarters and annex buildings. The Service is the first line of response in the field of security. It designs and supervises dedicated security arrangements for specific and sensitive events and ensures the security of OECD staff travelling internationally on missions including to high-risk destinations.

Job Description

THE POSITION

The Security Service is seeking a motivated, detail-oriented professional to provide support to a highly-specialised team of around 40 staff and to the Organisation more broadly across a wide range of tasks.  The selected candidate will report to the Head of the Security Service and will work closely with the External Security Team. S/he will support the smooth running of the OECD’s Crisis Management Committee (CMC), which is composed of a range of experts and ensures the Organisation’s readiness in case of a crisis situation. S/he will assist the Security Service with the organisation of its expanding programme of security-related training for OECD staff, and support day-to-day administrative tasks such as travel coordination, time-keeping and procurement.

Main responsibilities

Support to the Crisis Management Committee (CMC)

• Take detailed notes during CMC meetings and deliver accurate minutes to the Executive Director’s Office in English and French.
• Liaise and provide comprehensive support to the team in charge of Crisis Management in the Security Service.
• Maintain the crisis room’s operational readiness, ensuring all necessary tools and documents are available in case of a crisis.
• Coordinate with the remote conferencing team to manage IT and technical setup for optimal CMC functioning.
• Assist in organising and supporting crisis exercises.

Missions Coordination

• Organise and prepare official missions and travel for the Head of Security and other security staff, including complex travel arrangements for high-level events and processing related expense claims using Concur the OECD’s travel tool.
• Liaise with other OECD directorates for security accompaniment for international missions involving the Secretary General and the Ambassadors seminars.

Training Organisation

• Assist the External Security Section with the organisation of Travel & Security Training sessions by identifying internal participants, coordinating schedules with the training school and groups, and managing logistics.
• Manage registration and follow-up for Fire Safety and Rescue Unit courses (First Aid, Extinguishers, Bicycle Safety) using OECD Campus the OECD’s training platform.

Other Administrative Duties

• Serve as the timekeeper for the Security service.
• Manage ordering office supplies for the Security service.
• Perform additional official tasks as reasonably assigned by the line manager.

Qualifications

Ideal candidate profile

Academic Background

• • A good secondary level of education.

Professional Background

• • Relevant experience as an assistant, preferably in an international organisation.
  • Excellent knowledge, or ability to quickly gain the knowledge, of the rules and administrative procedures of the OECD, as well as of the procedures for the organisation of missions.
  • Strong organisational and coordination skills, and proficiency in notetaking.
  • Previous experience or interest in security protocols and/or crisis management would be an advantage.

Tools

• • Expert knowledge and extensive experience of Microsoft Office, including Word, Excel and PowerPoint.
  • Excellent knowledge of the OECD applications, such as Concur, HR Renewal (Timekeeping tool), OECD Campus, or the ability to quickly learn them.

Languages

• • Fluency in one of the two OECD official languages (English and French) and working knowledge of, or willingness to learn the other, with a commitment to reach a good working level.
  • This role requires fluency in both oral and written English and French due to the nature of the Crisis Management Support work and the note-taking requirements. 

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 1-3, please refer to OECD Core Competencies.

Contract Duration

•  24 month fixed-term appointment, with the possibility of renewal to a maximum of 36 months.

Closing Date 

• This vacancy should be filled as soon as possible, and applications should reach us no later than midnight on 1st September 2025 (Paris time). 

Additional Information

What the OECD offers

• Depending on level of experience, monthly salary starts at 3 809 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 OECD’s 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.  

Selection Process 

For retained candidates, the selection process may include a video-recorded interview and written test 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.