Conference Support Officer

Job Posting Organization:
The Organisation for Economic Co-operation and Development (OECD) is an international organization established to promote policies that improve the economic and social well-being of people worldwide. Founded in 1961, the OECD comprises 38 member countries and serves as a platform for governments, policymakers, and citizens to collaborate on evidence-based international standards and solutions to various challenges. The organization focuses on enhancing economic performance, job creation, education, and combating international tax evasion, providing a unique forum for data analysis, experience exchange, and best-practice sharing.

Job Overview:
The Conference Support Officer position is situated within the OECD's Executive Directorate, specifically in the Conference, security" style="border-bottom: 1px dotted #007bff !important;">Security and Infrastructure Service (EXD/CSI). This role involves supporting the organization and execution of conferences that gather delegates from the OECD's 38 member countries and other stakeholders. The officer will be responsible for all aspects of event preparation, including liaising with meeting organizers, preparing conference rooms, and providing on-site support during events. The successful candidate will work closely with the Conference Support Team Leader and the Conference Operations Manager, ensuring smooth communication and coordination among various teams and stakeholders. This position requires a proactive approach to problem-solving and a commitment to delivering high-quality support in a fast-paced environment.

Duties and Responsibilities:
The Conference Support Officer will have a range of responsibilities, including:

• Providing comprehensive support for on-site, hybrid, and virtual events, ensuring all logistical aspects are managed effectively.
• Liaising with meeting organizers to identify specific requirements and preparing rooms accordingly, including setting up nameplates, signage, and other materials.
• Offering guidance to meeting organizers on delegate placement and protocol principles.
• Being present at the Conference Centre welcome desk to assist delegates with information and support during meetings.
• Managing the team's resources and supplies, particularly for high-level events, and ensuring effective communication within the team and with external stakeholders.
• Monitoring the condition of conference rooms and addressing any operational issues or unusual incidents.
• Ensuring compliance with fire safety regulations and assisting with evacuation procedures if necessary.
• Providing first-level support for hybrid or virtual meetings on platforms like Zoom, including managing participant access and addressing technical issues.
• Responding to requests via the CST shared email account and assisting with the management of filing systems. 1
• Training and supervising sub-contracted hosts and hostesses at the welcome desk. 1
• Installing flags for VIP events and compiling documentation related to conferencing activities as needed. 1
• Coordinating small to medium-sized events for OECD delegations once core responsibilities are mastered, including managing event requests and logistics.

Required Qualifications:
The ideal candidate should possess a good level of secondary education and have relevant professional experience. This includes experience in supporting conferences within a large conference center or international organization, or in a client support or front desk role in an international context. Familiarity with high-level delegations, remote conferencing support, and team scheduling is essential. Additionally, candidates should demonstrate proficiency in Microsoft Office Suite and have the ability to quickly learn new systems. Knowledge of Zoom and other web conferencing applications, as well as internal OECD applications for managing events, is advantageous.

Educational Background:
Candidates are expected to have a good level of secondary education. While higher education is not explicitly required, relevant professional experience in a similar role is crucial for success in this position.

Experience:
The position requires candidates to have experience supporting conferences in a large conference center or international organization. This includes familiarity with high-level delegations and remote conferencing support, as well as experience in managing supplies and scheduling for teams. The ability to work effectively in a multicultural environment and handle various logistical challenges is essential.

Languages:
Fluency in one of the two OECD official languages, English and French, is mandatory, along with knowledge of the other language to a good working level. Knowledge of additional languages is considered an asset, enhancing the candidate's ability to communicate effectively in a diverse environment.

Additional Notes:
The position is a 24-month fixed-term appointment with the possibility of renewal for a maximum of 36 months. The working environment is dynamic, primarily based at the OECD Conference Centre in Paris, with occasional assignments at the Boulogne site. The role follows a rotating schedule, requiring availability from 8:00 to 17:00 four days a week and 11:00 to 20:00 one day a week, with occasional flexibility for early morning, evening, or weekend coverage. On-site presence is essential due to the operational nature of the role, although teleworking may be permitted up to one day per week once the candidate has established a solid understanding of conferencing procedures. The monthly base salary starts at 3,809 EUR, with additional allowances based on eligibility, and is exempt from French income tax. The selection process may include a video-recorded interview, written test, and panel interviews.