Assistant - Singapore Centre
OECD
Part-time
On-site
Paris Île-de-France Region France
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-member countries of growing importance to the world economy. The Agency aims to foster the contribution of the energy sector to economic development and environmental sustainability across the globe.
The IEA Regional Cooperation Centre in Singapore (“the Centre”) aims to extend the IEA’s engagement and influence in Southeast Asia and beyond. Southeast Asia is one of the most dynamic and fastest growing regions in the world, and a key driver of global energy demand today that will heavily influence the global energy landscape in the decades to come, including prospects for sustaining energy security and meeting climate targets.
The IEA seeks to recruit an Assistant to join the IEA team in Singapore and provide support through office management tasks including event and meeting organisation as well as the preparation of documents and communication materials.
We are looking for enthusiastic and motivated candidates with relevant experience who are interested in a job in a diverse and collaborative multi-cultural work environment, which the IEA offers. You will play a key role in contributing to the success of the work of teams of experts who are committed to better policies for better lives.
Job Description
Administrative Assistance
Draft correspondence and notes, manage calendars, information flows and records.
Organise events, workshops, meetings and conferences. This may include managing venue reservations, catering arrangements, preparation of invitations and participant lists, and other general support during events.
Act as an administrative focal point for contacts with Member Delegations and other external interlocutors.
Organise business travel including bookings, visa applications and processing of expense claims.
Prepare and process contracts and associated payments for intellectual service providers and invited experts.
Provide assistance in the preparation and updating of documents, publications, websites and social media in both official languages (English and French). This may include sub-editing, proof-reading and formatting.
Office management
Serve as on-site contact point for technical support teams in Paris.
In coordination with the technical teams in Paris, provide first-level support related to potential technical problems, escalate issues teams as needed, be the first contact with local suppliers, accompany them when intervening in the office premises, and check the work has been done.
Follow up small contracts with local suppliers, e.g. office stationaries, mail.
Provide local support to technical teams in Paris when carrying out procurement processes.
Be aware of the fire safety rules within the building.
Continuous learning and process improvement
Pro-actively suggest improvements to existing administrative processes, workflows and working methods.
Adopt a continuous learning approach with regard to evolving corporate systems and procedures and other relevant IT tools.
Keep abreast of the relevant financial and/or human resource rules pertaining to assigned workflows.
Qualifications
Ideal Candidate Profile
Academic Background
Secondary level of education, preferably with office management, secretarial and language studies.
Professional Background
Relevant experience, ideally in an international environment, including preparation of documents/publications and organisation of large-scale meetings and events, as well as travel management.
Tools
Excellent knowledge and experience in the use of Microsoft Office Suite and proven ability to learn new systems rapidly. Experience in using mission software (such as SAP) and web management software (such as T4) would be an advantage.
Languages
Fluency in English, one of the two OECD official languages and knowledge of French, with a commitment to reach a good working level.
Knowledge of other languages would be an asset.
Continuous learning and process improvement
Pro-actively suggest improvements to existing administrative processes, workflows and working methods.
Adopt a continuous learning approach with regard to evolving corporate systems and procedures and other relevant IT tools.
Keep abreast of the relevant financial and/or human resource rules pertaining to assigned workflows.
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).
To learn more about the definitions for each competency for levels 1-3, please refer to OECD Core Competencies.
Additional Information
Contract Duration
24 months fixed-term appointment.
What the OECD offers
For a part-time official position at 50%, the monthly salary starts at approximately EUR 1949, plus allowances based on eligibility. In addition to their basic salary, OECD officials assigned to the Centre may be exempt of income tax and may receive an additional allowance of EUR 1 000 per month (pro-rated to the official’s 50% working hours).
Click here to consult the Staff Regulations applicable to officials of the OECD. Please note that from 1 July 2025, all Official appointments will be made under the OECD’s new contractual modalities.
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.
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.
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-member countries of growing importance to the world economy. The Agency aims to foster the contribution of the energy sector to economic development and environmental sustainability across the globe.
The IEA Regional Cooperation Centre in Singapore (“the Centre”) aims to extend the IEA’s engagement and influence in Southeast Asia and beyond. Southeast Asia is one of the most dynamic and fastest growing regions in the world, and a key driver of global energy demand today that will heavily influence the global energy landscape in the decades to come, including prospects for sustaining energy security and meeting climate targets.
The IEA seeks to recruit an Assistant to join the IEA team in Singapore and provide support through office management tasks including event and meeting organisation as well as the preparation of documents and communication materials.
We are looking for enthusiastic and motivated candidates with relevant experience who are interested in a job in a diverse and collaborative multi-cultural work environment, which the IEA offers. You will play a key role in contributing to the success of the work of teams of experts who are committed to better policies for better lives.
Job Description
Administrative Assistance
Draft correspondence and notes, manage calendars, information flows and records.
Organise events, workshops, meetings and conferences. This may include managing venue reservations, catering arrangements, preparation of invitations and participant lists, and other general support during events.
Act as an administrative focal point for contacts with Member Delegations and other external interlocutors.
Organise business travel including bookings, visa applications and processing of expense claims.
Prepare and process contracts and associated payments for intellectual service providers and invited experts.
Provide assistance in the preparation and updating of documents, publications, websites and social media in both official languages (English and French). This may include sub-editing, proof-reading and formatting.
Office management
Serve as on-site contact point for technical support teams in Paris.
In coordination with the technical teams in Paris, provide first-level support related to potential technical problems, escalate issues teams as needed, be the first contact with local suppliers, accompany them when intervening in the office premises, and check the work has been done.
Follow up small contracts with local suppliers, e.g. office stationaries, mail.
Provide local support to technical teams in Paris when carrying out procurement processes.
Be aware of the fire safety rules within the building.
Continuous learning and process improvement
Pro-actively suggest improvements to existing administrative processes, workflows and working methods.
Adopt a continuous learning approach with regard to evolving corporate systems and procedures and other relevant IT tools.
Keep abreast of the relevant financial and/or human resource rules pertaining to assigned workflows.
Qualifications
Ideal Candidate Profile
Academic Background
Secondary level of education, preferably with office management, secretarial and language studies.
Professional Background
Relevant experience, ideally in an international environment, including preparation of documents/publications and organisation of large-scale meetings and events, as well as travel management.
Tools
Excellent knowledge and experience in the use of Microsoft Office Suite and proven ability to learn new systems rapidly. Experience in using mission software (such as SAP) and web management software (such as T4) would be an advantage.
Languages
Fluency in English, one of the two OECD official languages and knowledge of French, with a commitment to reach a good working level.
Knowledge of other languages would be an asset.
Continuous learning and process improvement
Pro-actively suggest improvements to existing administrative processes, workflows and working methods.
Adopt a continuous learning approach with regard to evolving corporate systems and procedures and other relevant IT tools.
Keep abreast of the relevant financial and/or human resource rules pertaining to assigned workflows.
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).
To learn more about the definitions for each competency for levels 1-3, please refer to OECD Core Competencies.
Additional Information
Contract Duration
24 months fixed-term appointment.
What the OECD offers
For a part-time official position at 50%, the monthly salary starts at approximately EUR 1949, plus allowances based on eligibility. In addition to their basic salary, OECD officials assigned to the Centre may be exempt of income tax and may receive an additional allowance of EUR 1 000 per month (pro-rated to the official’s 50% working hours).
Click here to consult the Staff Regulations applicable to officials of the OECD. Please note that from 1 July 2025, all Official appointments will be made under the OECD’s new contractual modalities.
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.
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.