Temporary Event Coordinator

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 compliance and risk management functions (for management areas under our purview). Ours is a fast-paced environment focused on delivering management excellence across all of 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 – physical, virtual and hybrid – 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. 

THE POSITION

Conference Management Service is looking for an Event Coordinator for conferences and related events organised by OECD directorates, Delegations and external entities. The nature of the work involved means that the post holder may often be called upon to work outside regular office hours, and occasionally on weekends or public holidays.  The selected candidate will work under the direct supervision of the Conference Operations Manager.

Main Responsibilities

Event Coordination

• Organise visits and presentations of the Conference Centre and related services to potential event organisers.
• Co-ordinate responses to requests for the organisation of large events from OECD directorates, Delegations and external entities. Prepare draft event contracts where appropriate, in line with established guidelines.
• Provide all information and guidance necessary to enable event organisers to make best use of the Conference Centre’s facilities and services, which include audiovisual services, remote conferencing, interpretation, access, security, room setups, branding, catering and cleaning.
• Co-ordinate the overall logistics and administration of large events organised at the OECD.  Liaise with other support services and with external suppliers/technicians as appropriate to ensure timely responses to requests and the rapid resolution of any difficulties. Ensure that arrangements respect fire safety rules within the Conference Centre, calling upon the assistance of OECD fire safety officials as needed.
• Define the provisional budgets and implementation scenarios required to organise each event in order to make the most efficient use of resources. Assist in the final billing process as necessary for these events.
• Manage a centralised repository referencing key information for each event.

Liaison and other duties

• Stay abreast of best practices, and new technologies and innovations in the field of event organisation, and propose improvements to existing services and operational procedures.
• Establish close contact with committee secretariats and Delegations, with a view to fully understanding their meeting needs, advising on arrangements and proposing improvements where applicable.
• Prepare draft contracts with suppliers as needed in collaboration with the service responsible for purchasing.
• In the event of fire or other major crisis, assist in the evacuation of conference delegates.
• Assist in other activities of the Service as required.

Ideal Candidate Profile

Academic Background

• University degree  preferably with a specialisation in management or event management.

Professional Background

• At least five years’ proven experience in organising large, complex  events, and/or high-level events, in both the public and private sectors, with a thorough knowledge of both physical and digital events.
• Experience in coordinating a small team would be an asset.

Tools

• Excellent knowledge of Microsoft Office Suite and knowledge of, or the capacity to rapidly master, internal applications used to manage events and conference room usage (EMS/CRMS).

Languages

• Fluency in one of the two OECD official languages (English and French) and knowledge of, or a willingness to learn, the other.
• Knowledge of other languages would be an asset.

Core Competencies

• For this role, the following competencies would be particularly important: Flexible thinking, Managing resources, Teamwork and Team leadership, Client focus, Diplomatic sensitivity, Organisational knowledge.
•  Please refer to the level 2 indicators of the OECD Core Competencies.

Contract Duration

• One-year contract starting as soon as possible, with the possibility of renewal.

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 3000 EUR (Gross salary).  

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Please note that our Rules and Regulations stipulate that the mandatory retirement age is 65.

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.