Company Description

The OECD is a global economic forum working with 38 member countries and more than 100 emerging and developing economies to make 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. The Organisation provides a unique forum in which governments work together to share experiences on what drives economic, social and environmental change, seeking solutions to common problems.

The International Transport Forum (ITF) is a global intergovernmental organisation with 69 member countries within the OECD family. The ITF works to foster a deeper understanding of the role of transport in economic growth, environmental sustainability and social inclusion and to raise the public profile of transport policy. It acts as a platform for discussion and pre-negotiation of policy issues across all transport modes. We analyse trends, share knowledge and promote exchange among transport decision-makers and civil society. The ITF’s Annual Summit is the world’s largest gathering of transport ministers and the leading global platform for dialogue on transport policy.

Job Description

The ITF Institutional Relations and Summit (IRS) Team is looking for an experienced Institutional Relations and Summit Event Manager, with a strong organisational and managerial skills, to play a key role in preparation of the annual Summit and other IRS key events. The successful candidate will report to the Head of the Unit and relevant senior IRS managers, and work as a member of the Summit team.

Main Responsibilities

Summit preparation

• In coordination with Senior Summit Manager, lead on planning and managing both organisational and procurement aspects of different parts of the Summit, including, but not exclusively, the development of session formats, the invitation and registration process, official hotels, the gala dinner, side events, and exhibition.
• Support Senior Summit Manager in development of the programme, including management of speakers and Summit Annex programme (stakeholders’ side sessions, research sessions, media events).
• Organise preparatory events, including both onsite and hybrid meetings of the Summit Task Force and other related seminars, workshops and stakeholder meetings.
• Supervise support staff in the Summit team as appropriate as well as coordinate with Summit service providers, and engage and coordinate with other areas of the ITF and OECD where necessary.
• Stay abreast of best practices, technological advancements and innovations in the field of event organisation, in order to ensure the Summit continues to benefit from innovative ideas and concept renewal.

Communications and event coordination

• In coordination with ITF Communications unit (ITF Comms), lead the development of the communications and marketing strategy for the Summit, including the creation of Summit visuals and communications materials. Ensure that deadlines are met, support strategic coordination with ITF Comms on all aspects of communications planning.
• Coordinate with ITF Comms and external web providers to ensure Summit web page is updated and efficient to promote Summit and other aspects of IRS work.
• Act as a focal point for IRS events. In coordination with Head of Unit and IRS Senior Managers, take the lead in planning and coordinating organisational aspects of key IRS meetings and events beyond the Summit, including meetings of the Transport Management Board, Annual Consultation with International Organisations, and Corporate Partnership Boards.
• Ensure effective communication with IRS key stakeholders, including relevant international organisations, national administrations and member and non-member country representatives.

Procurement

• In coordination with the Head of Unit and Senior Summit Manager, lead on Summit procurement, including preparation of the process, coordination of call for tenders for the selection of suppliers,  preparation and management of contracts, ensuring timely delivery of services and performance.
• Coordinate other contracts and third-party providers as required.
• Undertake strategic reviews of aspects relevant to the Summit to support decision-making.

Qualifications

Ideal Candidate Profile

Academic Background

• An advanced university degree in business, international management or a related area.
• A formal project management qualification would be an advantage.

Professional Background

• At least three years’ relevant experience in planning and delivering complex projects or events including managing both internal teams and remote third-party providers.
• Excellent ability to liaise and interact with different types of audiences and to maintain contacts with stakeholders is required.
• Contacts and experience working with international organisations and other key stakeholders in the transport sector would be an advantage.
• Demonstrated communication skills, including the ability to explain programme content and policy issues in a clear and concise way to expert and lay audiences alike.
• Keen understanding of the technical and logistical aspects of event organisation, including but not limited to audiovisual services, remote conferencing, interpretation, access, security, and room setup options.
• Knowledge of transport sector policy and stakeholders would be an advantage.

Tools

• Proficiency with Microsoft Office applications (Word, Excel, databases, etc).
• Proficiency in using Excel-based data sets.

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 2); Ethics and Integrity (Level 1); Collaboration and Horizontality (Level 2); Achieve Results (Level 2); Innovate and Embrace Change (Level 2). (The levels for each competency are pre-defined based on job family, grade and sub-family. Refer to the NEP Job Mapping Index, select the Job family then sub-family and click on the grade to identify the relevant competencies.)
• To learn more about the definitions for each competency for levels 1-3, please refer to OECD Core Competencies.

Languages

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

Additional Information

Closing Date

• This vacancy will be filled as soon as possible, and applications should reach us no later than 23h59 on 15 September 2024 (Paris time).

Contract Duration

• Two-year fixed term appointment, with the possibility of renewal.

What the OECD offers 

• Depending on level of experience, monthly salary starts from 5628.41 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 lives.

Salary Information 

• 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 September/October and panel interviews are planned in November.

The OECD is an equal opportunity employer and welcomes the applications of all qualified candidates who are nationals of OECD member countries and  ITF 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.