[OECD/GRC] Event and Administrative Coordinator

Description

Event and Administrative Coordinator Full-time Directorate: GRC Grade: GA4 Company Description 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 Global Relations and Cooperation Directorate (GRC) supports the implementation of the Secretary- General’s strategic orientations by co-ordinating the OECD’s relations with partner countries and with other international organisations. It advises the Secretary-General and other OECD Directorates on how to strengthen co-operation with key partner countries, regions and organisations, ensuring a homogeneous implementation of the Global Relations Strategy. GRC supports the work of the OECD External Relations Committee (ERC), working with members to help them reach consensus on global relations priorities and ensure that relevant regions and economies are effectively engaged in the Organisation’s work. GRC is looking for Event and Administrative Coordinators to carry out a wide range of administrative tasks. The successful candidates will work under the supervision of the Head of the Resource Management Unit, and the Heads of the Istanbul and Mexico Centres. Job Description Main Responsibilities Executive Administrative Assistance and Office Coordination: Provide comprehensive executive administrative support to the Head of the Centre, including managing schedules, monitoring priorities, timelines and milestones and coordinating with relevant actors to enhance workflow efficiency. Anticipate and actively prepare meetings, events and missions, ensure that the Head of Centre is provided with all pertinent information and documentation and context in advance, ensure the Head of Centre’s meeting files are up to date. Manage information flow, advise the Head of Centre on a wide range of external and internal issues, relating to both substantive outputs as well as organisational matters, flag priority and sensitive issues and propose solutions as appropriate. Oversee the coordination of complex administrative processes, such as document management, information dissemination, and correspondence handling, ensuring accuracy and confidentiality at all times. Develop and maintain effective systems for tracking and monitoring administrative tasks, deadlines, and action items, proactively addressing issues and mitigating risks as they arise. Serve as a key point of contact for internal and external stakeholders, demonstrating professionalism, responsiveness, and discretion in all interactions. Mission Planning and Travel Coordination: Take a lead role in organising official missions and travel arrangements for the Head of the Centre and team members, managing logistics, itineraries, and expense reporting with meticulous attention to detail. Meeting and Event Management: Lead the planning and execution of high-level workshops, meetings, symposia, and conferences, managing all aspects of event logistics, including venue selection, agenda development, participant coordination, and on-site support. Prepare and distribute meeting materials, presentations, and briefing documents, ensuring accuracy, consistency, and adherence to organisational standards and protocols. IT support: Management of IT equipment, access rights, software installation requests and first level support in coordination with corporate support teams Participation in IT officers meetings with focus on needs in GRC, information and follow up with teams Coordination of GRC participation in projects and pilot projects linked to the IT environment and safety, including AI Management of IT equipment and subscriptions in a cost effective way, and keeping information via a GRC database readily available to managers, budget officers and Directorate of Digital Knowledge and Information Service (DKI). Coordination of remote equipment management in coordination with DKI. Support to teams and DKI with migration to the new platforms and tools following DKI agenda, and support for key updates Continuous support to teams for best practice and management of eShare and MsTeams projects Contribution to the teams being more self-sufficient, with Multimedia, Remote Conferencing, and new tools provided by DKI. Keeping up to date with latest IT systems and tools used in GRC: Participating

Sectors

Source

Source: oecd.org