Back Office Manager and Event Coordinator

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 International Energy Agency (IEA) is an intergovernmental organisation committed to advancing security of energy supply, economic growth and environmental sustainability through energy policy co-operation. The IEA operates as an autonomous body within the framework of the OECD. Both the IEA and the OECD seek opportunities to work with an increasing number of non-members of growing importance to the world economy. The Agency aims to foster the contribution of the energy sector to economic development and environmental sustainability.

The Climate Club drives industrial decarbonisation as an open, inclusive and ambitious high-level forum. Currently comprising 43 members and growing, the Climate Club was launched at COP28 and has since then decisively shaped the international discourse at the interface of climate protection, economic growth and industry. Recognising that countries have different starting points and strategies, which may result in international spillover effects (such as carbon leakage), the Climate Club fosters cooperation to accelerate industrial decarbonization efforts. Members work for example towards joint definitions and standards for green industrial products and the corresponding approaches to determine emissions. Furthermore, the Climate Club strengthens the support for industry decarbonization in emerging and developing countries. The Secretariat of the Climate Club is jointly hosted by the OECD and the IEA.

The OECD and IEA are recruiting an Office and Event Manager for the Climate Club Secretariat to support the secretariat team, located in the IEA and OECD offices. The Office and Event manager will work closely with the Head of the Secretariat. The Office and Event manager will work from both the IEA and OECD offices.

Job Description

Administration and Office Management:

• Act as an office manager and administrative focal point for the Climate Club Secretariat, working closely with the Head of Secretariat and others, including members. For example, this might include:
  • Plan, organise and coordinate travel arrangements for staff, including travel arrangements and processing of expense claims; compilation of briefing files and assist in the preparation of mission reports.
  • Support the Head of Secretariat and team members with HR reporting, budget management, and liaison with the finance team.
  • Assist in the preparation of contracts, recruitment requests, and payment orders for invited experts and external consultants.
  • Maintain effective record management (including of Climate Club stakeholders and their contact details), structured document retrieval, and workflow management systems.
  • Act as an administrative focal point for contacts with Climate Club members and external partners maintaining positive interactions and fostering collaboration.
  • Draft various written materials, including letters, emails, reports, website text, etc.

    Support the Head of Secretariat:

    • Manage the Head of the Climate Club Secretariat’s schedule (arranging appointments, organizing briefings, and receiving/assisting visitors).
    • Assist in the daily activities of the Climate Club Secretariat, ensuring deadlines are met, and staff kept informed.

      Events Co-ordination:

      • Organise meetings and conferences, including room reservation, preparation of participant lists, and secretarial support during the meetings.
      • Working with others in the team to support the organization and delivery of Climate Club meetings (in-person and virtual), including the Body of Members meeting. Tasks might include:
        • Support travel and accommodation arrangements
        • Ensure that facilities and other logistical arrangements are appropriate for the event.
        • Draft, edit and issue written materials.

          Qualifications

          Academic Background:

          • Post-secondary education, ideally with training in event or office management, or equivalent experience in a similar role.

            Professional Background:

            • At least five years of substantive experience in relevant administrative roles. A track record of excellent delivery, backed up by supporting references.
            • Excellent organizational skills and proven ability in administrative management.
            • Excellent drafting, communication, and stakeholder management skills.
            • Capacity to learn the administrative systems, rules, and procedures of the Organisation quickly.
            • Events management experience would be an asset.

              Tools:

              📚 𝗗𝗶𝘀𝗰𝗼𝘃𝗲𝗿 𝗛𝗼𝘄 𝘁𝗼 𝗚𝗲𝘁 𝗮 𝗝𝗼𝗯 𝗶𝗻 𝘁𝗵𝗲 𝗨𝗡 𝗶𝗻 𝟮𝟬𝟮𝟯! 🌍🤝 𝗥𝗲𝗮𝗱 𝗼𝘂𝗿 𝗡𝗘𝗪 𝗥𝗲𝗰𝗿𝘂𝗶𝘁𝗺𝗲𝗻𝘁 𝗚𝘂𝗶𝗱𝗲 𝘁𝗼 𝘁𝗵𝗲 𝗨𝗡 𝟮𝟬𝟮𝟯 𝘄𝗶𝘁𝗵 𝘁𝗲𝘀𝘁 𝘀𝗮𝗺𝗽𝗹𝗲𝘀 𝗳𝗼𝗿 𝗨𝗡𝗛𝗖𝗥, 𝗪𝗙𝗣, 𝗨𝗡𝗜𝗖𝗘𝗙, 𝗨𝗡𝗗𝗦𝗦, 𝗨𝗡𝗙𝗣𝗔, 𝗜𝗢𝗠 𝗮𝗻𝗱 𝗼𝘁𝗵𝗲𝗿𝘀! 🌐

              ⚠️ 𝐂𝐡𝐚𝐧𝐠𝐞 𝐘𝐨𝐮𝐫 𝐋𝐢𝐟𝐞 𝐍𝐨𝐰: 𝐏𝐨𝐰𝐞𝐫𝐟𝐮𝐥 𝐓𝐞𝐜𝐡𝐧𝐢𝐪𝐮𝐞𝐬 𝐡𝐨𝐰 𝐭𝐨 𝐠𝐞𝐭 𝐚 𝐣𝐨𝐛 𝐢𝐧 𝐭𝐡𝐞 𝐔𝐧𝐢𝐭𝐞𝐝 𝐍𝐚𝐭𝐢𝐨𝐧𝐬 𝐍𝐎𝐖!

              • Excellent knowledge and experience in the use of Microsoft Office (Word, Outlook, PowerPoint) and Teams.
              • Ability to quickly learn the standard range of software packages used in the Organisation e.g., eOSG, eCouncil, eShare, Clearspace, SharePoint, Vignette, SAP Missions, Event Management System, Conference Reservation Management System, O.N.E. Author, SRP and Prism.

                Additional Information

                Additional Information

                Closing Date:

              • This vacancy will be filled as soon as possible, and applications should reach us no later than midnight 23 February 2025 (23:59CEST).

                Contract Duration

              • Fixed term appointment until the 31st December 2026.

                What the OECD offers

              • Depending on level of experience, monthly salary starts at 4 422.72 EUR, plus allowances based on eligibility, exempt of French income tax.
            • 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 early March and panel interviews are planned for mid March.

              The OECD is an equal opportunity employer and welcomes applications from all qualified candidates who are nationals of Climate Club 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.