Conference Support Officer

Job Posting Organization:
The Organisation for Economic Co-operation and Development (OECD) is an international organization founded to promote policies that improve the economic and social well-being of people around the world. Established 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 social, economic, and environmental 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 (EXD), specifically in the Conference, security" style="border-bottom: 1px dotted #007bff !important;">Security and Infrastructure Service (EXD/CSI). This role is crucial for facilitating conferences that gather delegates from the 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 that all logistical and operational aspects of conferences are handled efficiently. This position requires a proactive approach to problem-solving and excellent communication skills to manage interactions with delegates and technical support teams effectively.

Duties and Responsibilities:
The Conference Support Officer will be tasked with a variety of responsibilities, including but not limited to:

• Providing comprehensive support for on-site, hybrid, and virtual events, ensuring that all logistical needs are met.
• Liaising with meeting organizers to identify specific requirements and preparing rooms accordingly, including setting up nameplates, signage, and other necessary materials.
• Offering guidance to meeting organizers on delegate placement and protocol principles, ensuring a smooth flow of events.
• 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 in preparation for high-level events.
• Ensuring effective communication within the team and with other technical teams, serving as the on-site contact for technical support.
• Monitoring the condition of conference rooms and reporting any issues to relevant services.
• Ensuring compliance with fire safety regulations and assisting in the evacuation of delegates if necessary.
• Providing first-level support for hybrid or virtual meetings on platforms like Zoom, including managing participant access and addressing technical issues. 1
• Responding to requests via the CST shared email account and assisting in the management of filing systems. 1
• Training and supervising sub-contracted hosts and hostesses at the desk. 1
• Installing flags for VIP events and developing documentation related to conferencing activities as needed. 1
• Taking on coordination of 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 role in an international context. Familiarity with high-level delegations, remote conferencing support, and team scheduling is essential. Candidates should also 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 may be beneficial, it is not explicitly required for this position. The focus is on practical experience and the ability to perform the duties outlined effectively.

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. Experience in client support or front desk roles in an international context is also valuable. The successful candidate should demonstrate a strong understanding of event logistics and the ability to manage supplies and scheduling effectively.

Languages:
Fluency in one of the two official OECD languages, English or French, is mandatory, along with a commitment to achieve a good working level in the other language. Knowledge of additional languages is considered an asset and may enhance the candidate's profile.

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 and 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 flexibility for early morning or weekend coverage being rare. On-site presence is essential due to the operational nature of the role, although teleworking may be permitted up to one day per week after establishing 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 tests, and panel interviews.