Conference Support Officer

Job title:

Conference Support Officer

Company:

OECD

Job description

Company DescriptionThe OECD – Who we are, what we doThe Organisation for Economic Co-operation and Development ( ) 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 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 positionTHE CONFERENCE, SECURITY AND INFRASTRUCTURE SERVICE (EXD/CSI)Within the OECD’s Executive Directorate (EXD), the Conference, Security and Infrastructure Service (EXD/CSI) is responsible for facilitating conferences that bring together delegates from our 38 Member countries, key partners and other stakeholders, for language services (interpretation and translation), for safety and fire security of OECD staff, delegates and visitors, and for the management and operation of OECD buildings in Paris and OECD Centres abroad.Within The Conferences and Services Division (CSI/CSD), the Conference Support Unit (CST) is looking for a dynamic Conference Support Officer to join a a small international and lively team of staff supporting event organisers and conference delegates during their meetings. S/he will be responsible for all aspects of event preparation and will support on site events.The successful candidate will work under the direct supervision of the Conference Support Team Leader, working under the Conference Operations Manager’s management.Job DescriptionMain ResponsibilitiesConference Support for on site,hybrid and virtual events

• Liaise with meeting organisers to identify requirements and prepare rooms accordingly.
• Prepare nameplates, nominative labels and relevant signage (paper or on screens) and carry out any other room preparation tasks as needed.
• Provide guidance to meeting organisers on delegate placement and protocol principles.
• Ensure presence at the Conference Centre welcome desk. Provide delegates with information and assistance during meetings.
• Ensure effective management of the team’s resources and supplies, particularly ahead of high-level events.
• Ensure smooth, timely and reliable communication within the team, with other technical teams and with event organisers and delegates. Serve as on-site contact point for technical support teams.
• Monitor the overall condition of the conference rooms and foyers, and flag any issues to relevant services.
• Identify and report operational issues and/or unusual incidents or behaviour.
• Ensure that fire safety rules are respected, liaising with OECD fire safety officials as needed.
• Support the evacuation of delegates if needed.
• Occasionally and according to CST weekly planning, provide first-level support for hybrid or virtual meetings on Zoom plateform (renaming participants, managing access from the waiting room, lowering hands…), give general guidance to participants and organisers, and escalate issues to technical teams as needed.

Operational support

• Respond to requests received on the CST shared email account and help in the management of the filing and classification system.
• Assist in the training of sub-contracted hosts and hostesses and supervise their work at the desk.
• Monitor and manage conference supplies.
• Install flags for VIP events, upon request.
• Develop and compile documentation related to conferencing activity as needed
• Carry out other related tasks as needed.

Learning and Development

• Coordination of events for OECD Delegations

Once core conference support responsibilities are mastered and a strong understanding of OECD conferencing and protocol principles is demonstrated, the successful candidate may, under the guidance of the Conference Support Team Lead, take on the coordination of small to medium-sized events for OECD delegations.This includes liaising with organisers, managing event requests, ensuring accurate scheduling and service coordination, and handling logistics through the conference reservation system. The role also involves contributing to event planning resources, resolving room allocation matters with diplomacy, and supporting billing processes in collaboration with relevant teams.QualificationsIdeal Candidate ProfileAcademic Background

• A good level of secondary education.

Professional Background

• Experience supporting conferences in a large conference centre or international organisation, or equivalent client support or front desk role in an international context.
• Experience with high-level delegations, remote conferencing support, team scheduling and supplies management.

Tools

• Good knowledge of Microsoft Office Suite and the ability to learn new systems rapidly.
• Good knowledge of Zoom and other professional web conferencing applications, such as WebEx, Skype for Business, and Microsoft Teams.
• Knowledge of internal OECD applications used to manage events and conference room usage (EMS/CRMS) would be an asset.

Languages

• Fluency in one of the two OECD official languages (English and French) and knowledge of the other, with a commitment to reach a good working level.
• Knowledge of other languages would be an asset.

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

.Additional InformationAdditional InformationClosing Date

• The incumbent would be expected to start their first working day as of 1 September 2025, and the deadline for applications should reach us no later than 23h59 13 May 2025 (Paris time).

Contract Duration

• 24 month fixed-term appointment, with the possibility of renewal to a maximum of 36 months.

Working environmentThis dynamic front-facing role is based primarily at the OECD Conference Centre in Paris (La Muette), with occasional assignments at the Boulogne site. It offers the opportunity to work at the heart of international activity, supporting high-level meetings and events in a multicultural setting.The position follows a rotating schedule: 8:00-17:00 four days per week and 11:00-20:00 one day per week, in line with team planning and event schedules. While flexibility may be occasionally required for early morning, evening, or weekend coverage, such instances are rare and aligned with key conferencing needs.Due to the operational nature of the role, on-site presence is essential. However, once a solid understanding of conferencing procedures and coordination tasks is established, teleworking up to one day per week subject to business needs and managerial approval.

• Monthly base salary starting from 3 809 EUR, plus allowances based on eligibility, exempt of French income tax.

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. to learn more about what we offer and why the OECD is a great place to work. 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.Selection ProcessFor retained candidates, the selection process may include a video-recorded interview, written test in May and panel interviews before the summer period.The OECD is an equal opportunity employer and welcomes the applications of all qualified candidates who are nationals of , 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.

Expected salary

€3809 per month

Location

Paris

Job date

Thu, 24 Apr 2025 22:38:32 GMT

To help us track our recruitment effort, please indicate in your email/cover letter where (vacanciesin.eu) you saw this job posting.