Contracted Services Coordinator
il y a 2 semaines
Company Description
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 risk management functions (for management areas under our purview). Ours is a fast-paced environment focused on delivering management excellence across all 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 in particular for facilitating conferences that bring together delegates from the Organisation's 38 Member countries and key Partners as well as other stakeholders, language services (interpretation and translation), safety and fire security of OECD staff, delegates and visitors and the management and operation of OECD buildings facilities in Paris and at OECD Centres abroad
THE POSITION
Within the Conference, Security and Infrastructure Service (EXD/CSI), the Buildings, Logistics and Services Division (BLS) is looking for a Contracted Services Coordinator to manage outsourced services and to act as an interface between in-house customers and outside providers.
Under the supervision of the Head of the Contracted Services Unit of BLS, the selected candidate will be responsible for managing key contracted services and for helping to ensure a smooth, functional and attractive working environment. These services, which represent a significant proportion of CSI's resources, primarily concern the cleaning of OECD sites, the maintenance of green spaces, vending machines and water fountains, office supplies and sales to OECD staff.
Job Description
Main responsibilities
Management of multiple service contracts:
- Supervise the day-to-day management of services provided by various external companies and propose creative solutions to enhance service performance.
- Walk the floor and monitor the condition and cleanliness of the premises.
- Proactively gather feedback from clients and internal stakeholders, in particular the Office of the Secretary-General, the Permanent Delegations and the Central Management Units (CMU), in order to assess their real needs, respond to their requests and take appropriate remedial measures where necessary by calling on the technical services and service providers.
- Anticipate any necessary contract amendments for future calls for tender that fall under the remit of the selected candidate.
- Negotiate on a firm and continuous basis, working constructively with service providers to optimise value for money. Verify that they respect the terms of their contracts and adhere to the agreed prices. Establish systematic service level agreements with rigorous quality-control and methods to measure performance.
- Prepare, follow and control the budgets of the relevant service contracts. Carry out analyses and report regularly to management by introducing reports and Key Performance Indicators to inform decision-making at a higher level.
- Prepare calls for tender and consultations for these contracts and in particular, in close collaboration with other services, draft specifications in order to ensure that all the needs of the Organisation are taken into consideration.
- From an administrative point of view, manage the portfolio of contracts entrusted in strict compliance with the Organisation's financial rules, while ensuring the protection of personal data: follow up notices of termination, place orders and process them in SAP/SRM, and draft amendments, letters of non-renewal, letters of termination, etc.
Other duties
- Help prepare briefing notes for managers.
- Actively seek to maintain regular contact and close relations with clients and various internal stakeholders.
- Participate in horizontal CSI projects and carry out other related tasks for the Unit.
- Replace the Head of Unit in his/her absence.
Qualifications
Ideal Candidate Profile
Academic Background
- University degree in contract management, business administration or a similar subject.
Professional Background
- A minimum of 3 years’ professional experience in managing multiple contracts and service providers.
- Proven experience in customer service.
- Very good ability to establish and sustain a network with different stakeholders.
- A very good understanding of the Organisation's financial and administrative rules would be an advantage.
Languages
- Fluency in one of the two OECD official languages (English and French) and very strong knowledge of the other.
- Given the nature of the role, a proficient working knowledge of both OECD official languages (English and French) is preferred.
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 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
Closing Date
- This vacancy will be filled as soon as possible, and applications should reach us no later than midnight (CEST) on Sunday 15th September 2024.
Contract Duration
- Six-months, with possibility of renewal.
- Ideal start date: as soon as possible.
- 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).
- As of 14 May 2024, Temporary Staff should refer to the new Temporary staff salary framework
Given the organisational and efficiency requirements of the duties required, teleworking is not in principle compatible with this position. Occasional teleworking, where it does not occur on a regular basis and is used to respond to exceptional situations, may however be considered.
Please note that our Rules and Regulations stipulate that the mandatory retirement age is 67.
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.
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