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Protocol Assistant

9:35:00 AM

Protocol Assistant(

Job Number:

 08597)

Description

 
The OECD’s mission – Better Policies for Better Lives – promotes policies that will improve the economic and social well-being of people around the world. It provides a unique forum in which governments work together to share experiences on what drives economic, social and environmental change, seeking solutions to common problems.  

The Council and Executive Committee Secretariat (SGE/CES) supports the Secretary-General in maintaining strong relations with Member countries and their delegations in Council, ensuring the implementation of mandates related to the Organisation’s work and advancing its strategic objectives.

SGE/CES is looking for a Protocol Assistant, who, under the general oversight of the Director of the Council Secretariat, will coordinate logistics and ensure appropriate protocol is maintained for official meetings supported by the Secretariat.

Main Responsibilities
 
Logistics and Liaison
  • In close collaboration with the services concerned,   supervise and co-ordinate with regards to protocol matters, all logistical aspects of the meetings of the Council, the Executive Committee, the Heads of Delegation, the Global Strategy Group, the Ambassadors’ Seminar and the Ministerial meeting (MCM). Activities  include: coordinating the schedule of events;  room reservation; organizing interpretation, recordings andcatering requirements; preparing table plans and name plates/country plates;  and ensuring the  appropriate protocol related preparations are in place.
  • Ensure the availability and distribution of all documentation related to the meeting to participants; setting up equipment for presentations to be made in Council; making sure Secretariat staff presenting an item during the meeting are present in due time; establishing and managing the list of participants, etc.
  • Ensure the smooth functioning of official receptions, in particular by overseeing the reservation and communication of locations; on the basis of the guest lists determined by the hosts, supervising the preparation of invitations, proposed table plans, place cards, menus, etc., and ensuring that the services concerned take all necessary organisational measures (safety, transport, registration, interpretation, etc.).
Protocol support
  • Make protocolary arrangements for the arrival and departure of Members of the Council, including: drafting biographies and welcome and farewell notes for the Secretary-General’s Council brief;  organising farewell receptions, including gifts etc.
  • Maintain historical and current lists and documents including the protocolary precedence list of Ambassadors, the list of responsibilities of Ambassadors within the Committees of the OECD, the list of Deans of Ambassadors since 1965, the precedence list of Deputy Permanent Representatives, the precedence list of OECD officials.
  • Liaise with the Public Affairs and Communications Directorate (PAC)  to update the OECD website upon the arrival or departure of a Member of Council.
  • Provide protocolary advice and assistance for all official events attended by Members of the Council and/or the Secretary-General (Ministerial and high-level meetings, Heads of Delegation meetings, visits of VIPs, etc.).
Other duties
  • Respond to Delegations’ and the Secretariat’s questions and provide information; carry out any other tasks linked with the activities of the Council Secretariat; fill in for the Principal Assistant for Protocol in his/her absence. 
Candidate’s profile
 
Academic background
  • A good secondary education; a university degree would be an advantage.
Professional background
  • Experience of organising events/meetings in an international organisation, including at ministerial level. Excellent knowledge of protocol issues.
  • A proven track record of dealing with administrative, logistical, technical and protocol issues.
Tools
  • Good command of Microsoft Office applications (Word, Authoring Environment, Excel, Powerpoint, etc.). Familiarity with internal OECD administrative software, in particular the Events Management System (EMS), or the ability to learn these skills quickly.
Languages
  • Excellent written and oral command of the two official languages of the Organisation (English and French).  
 
Core Competencies
Please refer to the OECD Core Competencies and the level 2 indicators.
 
 
Contract Duration
Two-year fixed term, with the possibility of renewal.
 
Monthly base salary starting from 3 604 EUR exempt of French tax, plus allowances based on eligibility.
 
The OECD is an equal opportunity employer and encourages all qualified candidates to apply.


Application Closing Date:31-03-2013
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