OECD HOM Executive Assistant and Office Manager - LE 4 - Paris


Job Ref: 496

Job Title: OECD HOM Executive Assistant and Office Manager - LE 4 - Paris

Location: Paris

Salary: 3661 Euros monthly gross (13month payment)

Closing date: 6th June 2021

Job Description

Contract: Permanent

Full-Time: 35 hours per week Monday – Friday

Classification: LE4

Salary: 3161€ monthly (paid in 13 months instalments) 

General requirement

This is a security-designated position. The selected candidate will be required to successfully complete a security assessment to the appropriate level. Applicants must be a national of Australia, New-Zealand, America, Canada, or United Kingdom to be eligible for an Australian Government security clearance. Persons holding dual French nationality with one of the above nationalities would not be eligible for a security clearance for this position. Applications that do not specifically address and satisfy this requirement will not be considered

About the Department of Foreign Affairs and Trade

The role of the Department of Foreign Affairs and Trade (DFAT) is to advance the interests of Australia and Australians internationally. This involves strengthening Australia’s security, enhancing Australia’s prosperity, delivering an effective and high-quality overseas aid program and helping Australian travellers and Australians overseas.

The department provides foreign, trade and development policy advice to the Australian Government. DFAT also works with other Australian government agencies to drive coordination of Australia’s pursuit of global, regional and bilateral interests.

About the position

This position provides high-level executive and organisational support to manage the office of the OECD Head of Mission ( OECD HOM).  Duties also include coordination between OECD HOM and other agencies and logistical support for visiting officials.

The key responsibilities of this position include, but are not limited to:

  • Provide executive and organisational support to the OECD HOM in both English and French.
  • Coordinate arrangements for Ministers and other high level visitors to the OECD, including preparation of programmes and logistical support for visiting officials.
  • Manage the OECD Delegation Office, including budget monitoring (in consultation with HOM OECD) and overseeing property issues.
  • Liaise with the OECD Secretariat, other OECD departments, other permanent Delegations to the OECD and government bodies in Australia.
  • Manage representational activities of OECD HOM.
  • Manage the OECD online information system (OLIS) accounts and profiles for Australian delegates and the OECD delegation.
  • Supervision of the HOM driver, in consultation with the Senior Administration Officer.
  • Maintain OECD files, including EDRMS (internal department) filing system.

 Qualifications / Experience

  • Strong capacity to provide high-level executive and administrative support.
  • Excellent organisational skills and an ability to manage competing priorities.
  • Sound written and oral communication skills and fluency in French and English is essential.
  • Ability to work well within a small and busy team.
  • Ability to build networks and liaise across a range of key stakeholders.
  • Proven ability to be Flexible and show initiative. 
  • Strong capacity to exercise discretion and judgment.

Selection Criteria

Please address each of the selection criteria for the role in the spaces provided on the application form.  Drawing on your prior experience, please provide examples of where you have demonstrated the required competencies or transferable skills.  

The word limit is strictly 250 words per response.  The panel will not assess responses that exceed the word limit.

A. Demonstrate your ability to undertake a high level of executive administration with high degrees of autonomy and professionalism (including management of HOM`s diary, advisory duties, event coordination and use of using Microsoft Office Suite). 

B. Strong organisational skills, attention to detail, and the ability to manage competing priorities with minimal supervision in a demanding environment. 

C. Proven ability to provide accurate and timely research and reporting with a demonstrated ability to set priorities, show initiative, exercise sound judgement, meet tight deadlines, and achieve results. 

D. Ability to communicate both written and orally in French and English and work effectively across all organisational levels and build strong relationships with stakeholders.

E. Demonstrate good understanding and awareness of the French Government structures, contacts and protocol activities.