Programme Assistant, MOPAN

MOPAN – the Multilateral Organisation Performance Assessment Network - is a network of 22 member states who assess multilateral organisations, shape performance standards, and champion learning and insights to strengthen development and humanitarian results and promote accountability. Capitalising on the Network’s unique cross-multilateral system perspective and expertise, MOPAN members work together to deliver relevant, impartial, high-quality and timely performance information as a public good through an inclusive and transparent approach. MOPAN’s performance information mitigates risks, informs decision-making and supports change, helping to increase knowledge and trust amongst all stakeholders, and ultimately to achieve a stronger and better performing multilateral system.

MOPAN is serviced by a Secretariat, which is hosted by the Development Co-operation Directorate (DCD) at the OECD. Further information on MOPAN is available online.

MOPAN is looking for a dynamic, skilled and pro-active Programme Assistant to ensure the efficient and smooth functioning of the Network by carrying out a wide range of organisational and administrative tasks.

The selected candidate will report to MOPAN Resource Management Advisor.

Job Description

Main Responsibilities

Travel and Procurement Management

• Take a lead role in the organisation of business travel for staff members and invited guests which includes travel and hotel bookings, visa applications, processing mission orders, expense claims or invitation letters for experts and other follow-up actions
• Process large financial commitments and maintain accurate financial records. This includes complex procurement processes such as Market Consultations and call for tenders.
• Spearhead the logistical organisation of meetings and events, held both in Paris and abroad (physical, hybrid, and virtual). This includes: meeting room reservations, catering arrangements, preparation of relevant meeting documents and maintenance of participants lists. For meetings abroad, liaise with event organisers and other parties regarding logistics (budget estimates, conference venues, hotel accommodation, invitations, registration, documentation, social events).
• Keep abreast of OECD Rules and Regulations regarding procurement and travel.

Knowledge management

• Assist in the maintenance of effective knowledge/document management to build institutional memory and help ensure that MOPAN’s knowledge and information is archived and stored in an efficient manner. This includes maintaining MOPAN’s database of operational contacts.
• Ensure that the documents required for audits are stored in the right place and are accessible to all MOPAN members.
• Develop expertise in software systems and knowledge management tools and contribute to upskilling the MOPAN team through internal training sessions and internal “how to guides”.
• Help on IT matters when required.

General programme support

• Provide support on an ad hoc basis for other areas of MOPAN activities including:-
• Communications (assisting social media activities and monitoring)
• Production of MOPAN assessments and studies (proofreading when required and ensuring that they are formatted in accordance with the MOPAN style guide).
• Support internal team communication and workflow.

Qualifications

Academic background/interests/experience:

A good level of secondary education or more with subsequent relevant professional experience.

Professional Background

• Relevant experience in similar administrative and internal management roles.
• Successful track record in processing transactions in line with financial rules and regulations, and ability to demonstrate attention to detail.
• Experience in project co-ordination with strong numeric skills (including use of spreadsheets and budget management systems).
• Good personal skills with experience of relationship management with senior contacts, and a sensitivity to cultural differences diplomatic sensitivities.
• Experience of, and an interest in up-to-date software tools, and a demonstrated ability to thrive and innovate in a technology-driven environment.
• Demonstrated ability to design and introduce new workflows for programme efficiency.
• Experience in creating, updating content and maintaining websites/platforms would be an advantage.
• Experience in proofreading, editing, and formatting of documents and publications would also be advantageous.

Tools

• Proficiency is required in remote conferencing tools e.g. WebEx, Zoom etc., and also in collaborative software Teams.
• High levels of competency is also required in Powerpoint (as well as potentially other presentation/collaboration software). Excellent knowledge and experience of other software in the Microsoft Office Suite (Word, Excel, Outlook) is also required.
• Experience of (or demonstrable ability to learn quickly) other software packages used in the Organisation is also required e.g. SRM, SAP Missions, Concur, invitation tool, eShare, O.N.E. Author, Community Space, Event Management System (EMS), Conference Reservation Management System (CRMS), SRP.

Languages

• Languages and level of fluency: Native English speaker or bilingual proficiency; French fluency desirable; a third language is an attractive plus.

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 1); Ethics and Integrity (Level 1); Collaboration and Horizontality (Level 1); Achieve Results (Level 1); Innovate and Embrace Change (Level 1).
• To learn more about the definitions for each competency for levels 1-3, please refer to OECD Core Competencies.
• Excellent interpersonal skills; close attention to detail; ability to communicate clearly with colleagues at all levels and to work effectively in a multicultural team with diplomacy and tact. Knowledge of evaluation processes, corporate governance, and the multilateral system would be beneficial.

Additional Information

Closing Date:

• This vacancy will be filled as soon as possible, and applications should reach us no later than midnight September 19th 2024 (Paris Time).

Contract Duration

13-month fixed term appointment, with the possibility of renewal.

What the OECD offers

• Depending on level of experience, monthly salary starts at 3,705.85 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.

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.