Company Description

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 Organisation for Economic Co-operation and Development.  Both the OECD and the IEA seek opportunities to work with an increasing number of non-members of growing importance to the world economy.

The Energy Modelling Office, Energy Demand Outlook Division within the Directorate of Sustainability, Technology and Outlooks (STO) is looking for an Assistant to provide support for work on a variety of tasks including office management and event and meeting organisation.  The selected candidate will work under the supervision of the Chief Energy Modeller.  Responsibilities will vary according to the needs and workload; the selected candidate may also  be asked to help out in other Directorates of the IEA as needed.

Job Description

Main Responsibilities

Meetings and missions
 

• Organise workshops, meetings and conferences, including room reservation, preparation  of participant lists and provide secretarial support during the meetings.
• Organise and prepare official missions for staff including travel arrangements and processing of expense claims using SAP software; compilation of briefing files and assist in the preparation of mission reports.

Publications and documents

• Provide assistance in the preparation of documents and reports, in English, in accordance with the OECD Style Guide. This includes proof-reading, formatting and the use of standard OECD software.

Administration

• Prepare contracts, recruitment requests and payment orders for invited experts and external consultants.

Other

• Draft short correspondence or notes in English.
• Assist in the preparation of material for the Internet site, ensuring that the information is regularly updated.
• Establish and maintain effective record management, structured document retrieval and workflow management systems.
• Act as back-up to other support staff in the Directorate, when necessary.

Qualifications

Academic Background

• Secondary level of education. 
• Training as a secretary/assistant would be an advantage.

Professional Background

• Relevant experience as a secretary/assistant, preferably in an international organisation with experience in the organisation of large meetings both on site and abroad.
• Excellent knowledge of the administrative rules and procedures of the Organisation, as well as of the procedures to be followed for the organisation of meetings and missions, or proven ability to learn and assimilate new rules and procedures quickly.
• Experience in the preparation (formatting, editing and proofreading) of documents/publications.

Tools

• Excellent knowledge and experience in the use of  Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and the 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, Authoring Environment, SRP and invitations system.

Languages

• Working knowledge of both OECD official languages (English and French) , with the ability to draft routine correspondence in both languages. 
• 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 (1), Enable People (level 1), Ethics and Integrity (level1) , 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.

Additional Information

Contract Duration

• 6 months assignment
• Ideal start: September 2025
• 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).  
• For temporary staff, salary starts at 3020 EUR. 

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.