Office Manager and Event Coordinator

Full-time
- Grade: GA4

**Company Description**:
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 International Energy Agency (IEA) is an intergovernmental organisation committed to advancing security of energy supply, economic growth and environmental sustainability through energy policy co-operation. The IEA operates as an autonomous body within the framework of the OECD. Both the IEA and the OECD seek opportunities to work with an increasing number of non-members of growing importance to the world economy. The Agency aims to foster the contribution of the energy sector to economic development and environmental sustainability.

The Climate Club drives industrial decarbonisation as an open, inclusive and ambitious high-level forum. Currently comprising 43 members and growing, the Climate Club was launched at COP28 and has since then decisively shaped the international discourse at the interface of climate protection, economic growth and industry. Recognising that countries have different starting points and strategies, which may result in international spillover effects (such as carbon leakage), the Climate Club fosters cooperation to accelerate industrial decarbonization efforts. Members work for example towards joint definitions and standards for green industrial products and the corresponding approaches to determine emissions. Furthermore, the Climate Club strengthens the support for industry decarbonization in emerging and developing countries. The Secretariat of the Climate Club is jointly hosted by the OECD and the IEA.

The OECD and IEA are recruiting an Office and Event Manager for the Climate Club Secretariat to support the secretariat team, located in the IEA and OECD offices. The Office and Event manager will work closely with the Head of the Secretariat. The Office and Event manager will work from both the IEA and OECD offices.

Administration and Office Management:

- Act as an office manager and administrative focal point for the Climate Club Secretariat, working closely with the Head of Secretariat and others, including members. For example, this might include:

- Plan, organise and coordinate travel arrangements for staff, including travel arrangements and processing of expense claims; compilation of briefing files and assist in the preparation of mission reports.
- Support the Head of Secretariat and team members with HR reporting, budget management, and liaison with the finance team.
- Assist in the preparation of contracts, recruitment requests, and payment orders for invited experts and external consultants.
- Maintain effective record management (including of Climate Club stakeholders and their contact details), structured document retrieval, and workflow management systems.
- Act as an administrative focal point for contacts with Climate Club members and external partners maintaining positive interactions and fostering collaboration.

Support the Head of Secretariat:

- Manage the Head of the Climate Club Secretariat’s schedule (arranging appointments, organizing briefings, and receiving/assisting visitors).
- Assist in the daily activities of the Climate Club Secretariat, ensuring deadlines are met, and staff kept informed.

Events Co-ordination:

- Organise meetings and conferences, including room reservation, preparation of participant lists, and secretarial support during the meetings.
- Working with others in the team to support the organization and delivery of Climate Club meetings (in-person and virtual), including the Body of Members meeting. Tasks might include:

- Support travel and accommodation arrangements
- Ensure that facilities and other logístical arrangements are appropriate for the event.
- Draft, edit and issue written materials.

**Qualifications**:
Academic Background:

- Post-secondary education, ideally with training in event or office management, or equivalent experience in a similar role.

Professional Background:

- At least five years of substantive experience in relevant administrative roles. A track record of excellent delivery, backed up by supporting references.
- Excellent organizational skills and proven ability in administrative management.
- Excellent drafting, communication, and stakeholder manage