Office manager and liaison coordinator

The Organisation for Economic Co-operation and Development (OECD) 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  Global Relations and Cooperation Directorate  (GRC) supports the implementation of the Secretary General’s (SG) strategic orientations by co-ordinating the Organisation’s relations with partner countries and with other international organisations. It advises the Secretary-General and other OECD Directorates on how to strengthen co-operation with key partner countries, regions and organisations. GRC also serves the OECD External Relations Committee, working with members to help them reach consensus on global relations priorities and ensuring that relevant partners are effectively engaged in the Organisation’s work.

The OECD Representation to the United Nations is looking for an Office Manager and Liaison coordinator to support the work of the OECD’s Special Representative to the UN, who heads the OECD’s New York office. S/he will coordinate closely with the Global Relations Directorate and the Washington office. S/he will ensure the smooth functioning of the OECD's activities in New York. S/he will provide, as needed, executive assistance to the Special Representative, co-ordinate the office's communication efforts, act as the focal point on events management and protocol matters and help to co-ordinate the visits of senior OECD officials to UN meetings. S/he will also have the opportunity to attend UN meetings and negotiations, draft summaries, and more generally provide advice to the Special Representative and other OECD colleagues on relevant UN processes. This position is based in New York and reports directly to the Special Representative.

Main Responsibilities

Office management support, events and business travel management

• Provide executive assistance to the SpeciaI Representative as needed, including calendar and appointment management, drafting, and sending routine correspondence, arranging travel, preparing briefing materials, presentations, and speeches for external engagements.

• Anticipate and actively prepare meetings, events, and missions, ensure that the Special Representative is provided with all pertinent information and documentation in advance.
• Proactively identify and resolve operational bottlenecks, prioritise tasks in response to shifting demands, and take initiative in improving internal procedures

Policy analysis, research and drafting:

• Prepare comprehensive briefing notes, talking points, background material and other papers.
• Assist in preparing background documents, draft memos, briefing material for meetings (internal, bilateral, and multilateral)
• Assist in drafting official documents and reports as needed.

Coordination, liaison and outreach

• Closely coordinate with the Director’s office of the Global Relations and Cooperation Directorate and the Washington office.
• Maintain the OECD's calendar of key events at the UN and proactively collaborate with OECD headquarters colleagues to shape the OECD's participation.
• Support delivery of workshops, seminars and capacity-building activities.
• Take notes in meetings, prepare draft summary records, presentations, briefing notes, prepare and edit reports, and carry out background research as required. Facilitate timely reporting to OECD headquarters on key meetings and developments at UN Headquarters.
• Coordinate the office's communications activities, including managing events, preparing briefs, and maintaining contact databases.
• Act as a focal point for protocol matters, building effective relationships with UN and host country services and initiating routing requests (e.g., in relation to accreditation, documentation, access and security, visits of OECD officials from headquarters etc).
• Contribute to the visibility and operational effectiveness of the OECD’s presence at the UN by ensuring timely, coordinated support for senior-level participation and reporting.
• Manage visits of senior officials from OECD headquarters to the UN in collaboration with the Washington Center

General administration, finance and budget management

• Maintain and manage the OECD’s physical premises and office facilities in New York, liaising closely with the OECD buildings, finance, IT, and security teams, as well as external stakeholders and vendors. Maintain and update operating procedures for the office.
• Monitor the budget and expenditure of the office, manage contracts with local vendors, prepare local payments, and ensure compliance with OECD financial rules and regulations. Liaise with the OECD Washington Centre on shared finance / procurement processes.
• Carry out administrative tasks such as process of expenses/receipts, order stationery/office supplies and liaise with the RMU for leave requests, purchase orders, and various administrative ad hoc requests.

Ideal Candidate Profile

Academic Background

• A university degree in international relations, economics, social sciences, management, public administration, or a related field.

Professional Background

• A minimum of five years of relevant experience work experience as an office manager for senior management, or in business and office administration, event management, communication or a comparable field preferably in an international organisation.
• Relevant experience in research, preferably in an international and multi-cultural environment.
• Relevant experience multitasking and managing unexpected tasks within short timelines.
• Ability to communicate effectively orally and in writing in a multicultural environment with colleagues at all levels and with country delegations and high-level stakeholders.
• Familiarity with high-level interactions and required diplomacy and confidentiality skills.
• Ability to co-ordinate with teams in other Directorates.
• Good knowledge of techniques, tools and relevant experience of engagement and communication with relevant stakeholders including media outlets.
• High degree of discretion and ability to work and communicates clearly and can clarify requirements and respond efficiently to colleagues and clients with tact and diplomacy in a multicultural environment with colleagues at all levels, and with delegations and high-level stakeholders.
• Experience managing conflicting requests according to strict deadlines and ability to work rapidly and accurately under pressure. Ability to work works autonomously to resolve common work issues and take initiative.
• Knowledge of IT infrastructure and fundamentals of network connection will be an asset.

Tools

• Excellent knowledge and proficiency with standard software packages of Microsoft Office Suite (Word, Excel, Outlook, PowerPoint), as well as common collaboration and conferencing tools (Zoom, TEAMs, Webex). Capable of leveraging advanced features and functionalities to optimise productivity and streamline workflow processes. Ability to quickly learn the standard range of software packages used in the Organisation to respond to requests and co-ordinate client outputs.

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 2); 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 OECD Core Competencies.

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.

Closing Date

This vacancy will be filled as soon as possible, and applications should reach us no later than 23h59 on 11 September 2025 (Paris time).

Contract Duration

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

What the OECD offers

• Depending on level of experience, monthly salary starts at 5 497.61 $USD plus allowances based on eligibility, exempt from income tax (federal, state and local).
• Click here to learn more about what we offer and why the OECD is a great place to work.
• Click here 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 Process

For retained candidates, written tests/video-recorded interviews are foreseen in the third week of September 2025 and panel interviews are expected to take place in the fourth week of September 2025

The OECD is an equal opportunity employer and welcomes the applications of all qualified candidates who are nationals of OECD member countries, 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.