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 around the world. 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. This role is crucial for facilitating conferences that gather delegates from 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 operations for on-site, hybrid, and virtual events. The role requires effective communication, resource management, and adherence to safety protocols, making it essential for the successful execution of high-level meetings and events.

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

• Providing comprehensive support for on-site, hybrid, and virtual events, ensuring all logistical needs are met.
• Liaising with meeting organizers to identify requirements and prepare rooms accordingly, including setting up nameplates, signage, and other materials.
• Offering guidance on delegate placement and protocol principles, ensuring a smooth experience for all participants.
• Being present at the Conference Centre welcome desk to assist delegates and provide information during meetings.
• Managing the team’s resources and supplies, particularly in preparation for high-level events.
• Ensuring effective communication within the team and with technical support teams, serving as the on-site contact point.
• Monitoring the condition of conference rooms and addressing any operational issues or unusual incidents.
• Ensuring compliance with fire safety regulations and assisting in evacuation procedures if necessary.
• Providing first-level support for hybrid or virtual meetings on platforms like Zoom, including participant management and technical issue escalation. 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 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 role in an international context. Familiarity with high-level delegations, remote conferencing support, and team scheduling is essential. The candidate should also have a good knowledge of Microsoft Office Suite and be able to learn new systems quickly. Proficiency in Zoom and other web conferencing applications is required, and knowledge of internal OECD applications for managing events would be an asset.

Educational Background:
A good level of secondary education is required for this position. While higher education is not explicitly stated, relevant professional experience in a similar role is highly valued and may compensate for educational qualifications.

Experience:
Candidates should have experience supporting conferences in a large conference center or international organization. This includes familiarity with high-level delegations, remote conferencing support, and managing supplies and scheduling for events. The role demands a proactive approach to problem-solving and the ability to work effectively in a fast-paced environment.

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 would be considered an asset, enhancing the candidate's ability to communicate in a multicultural setting.

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 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 after establishing a solid understanding of conferencing procedures. The monthly base salary starts from 3,809 EUR, plus 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.