Vacancy senior secretarial assistant at the Netherlands Permanent Representation to the OECD in Paris - PR OECD Paris

Vacancy senior secretarial assistant at the Netherlands Permanent Representation to the OECD in Paris

The Permanent Representation of the Netherlands to the OECD in Paris (PV OESO) has a vacancy for a senior secretarial assistant. The position is for 26.25 hours per week, possibly soon to be extended to 35 hours, and for an indefinite period of time. Are you our new colleague?
At PV OESO we represent Dutch interests at the Organisation for Economic Cooperation and Development (OECD). Our daily work is signaling activities and developments within the OECD to The Hague and promoting Dutch policy and positions within the OECD. We do this in close contact with almost all ministries in The Hague and with the OECD Secretariat.

Check our website for more information about PV OESO and our work and activities and see also the websites of the OECD (OESO in Dutch) and its sister organisations where we also represent the Netherlands: OECD, IEA/International Energy Agency, NEA/Nuclear Energy Agency and ITF/International Transport Forum.

The PV OESO team consists of an ambassador with 5 policy staff members and 2 senior secretarial staff, who collectively cover the entire scope of the OECD’s work. The two senior secretarial staff work as a team. The PV has a flat organisational structure. The team members are largely individually responsible for the execution of tasks and for their result areas. Working contacts are mainly with the other OECD delegations, the OECD Secretariat and the ministries in The Hague, aside from stakeholders such as employers’ organisations, trade unions and parliamentarians. 

The position

You provide management support to and cooperate with the other staff of PV OESO in a politically and administratively dynamic context. The other members of the team being often elsewhere to attend OECD and related meetings, many of the internal communications are digital, so the secretariat needs to have a high degree of seniority and independence. Working partly from home can be discussed.  You are the first point of contact and provide information to both internal and external staff and to other contacts. You are good at connecting different files to each other and understanding different interests. You check information so that processes and procedures are well aligned. You organise incoming visits and you provide logistical support for external events. You work together with your fellow senior secretary, divide up the workload with her and replace her when necessary.

Tasks
  • Secretarial (administrative) management and logistical and organisational support, including agenda management and planning of business trips (especially for the deputy permanent representative and also for the agricultural attaché). 
  • Organising and coordinating seminars, visits and events, including on the occasion of the annual ministerial meeting (MCM).
  • Organising working lunches and dinners.
  • Planning team meetings.
  • Inbox management for the general email accounts at PV OESO.
  • Contact database management.
  • Acting as liaison between the internal organisation and the external environment.
  • Drafting the minutes of meetings, drafting and preparing documents and taking care of correspondence and archiving (including HR confidential documents). 
  • Preparing meetings and work files. 
  • Communication activities: maintaining the website and social media. 
  • Organising and handling protocol work with the OECD protocol division (together with the other colleague).
  • Handling large and complex information flows (mostly from the OECD and the Dutch Ministry of Foreign Affairs).

Profile and competencies

You work independently while also being a team player. You’re flexible and work together in a small business office with the other senior secretary PV OESO and the senior secretary PV UNESCO. There is a replacement arrangement between the three. You are friendly and customer-oriented and  a good planner and organiser. The relevant competences are:
  •   Flexibility
  • Initiative 
  • Integrity
  • Anticipating
  • Organisational sensitivity
  • Planning and organising
  • Cooperation

Requirements

  • Diploma of (executive) secretary education. This requirement may, in some cases, be waived in case of a minimum of five years’ experience as management assistant.
  • Experience as a management assistant (more than 2 years), preferably in an international organisation and/or government.
  • Knowledge of management support practices and methodologies.
  • Command of Windows-based MS Office programs such as Excel, Word, CRM and Outlook.
  • You preferably have Dutch as your mother tongue, you have a good knowledge of English (C1 level) and also preferably some knowledge of French.
  • You have experience with and dexterity in social/digital media.

Working level and salary

Secondary Vocational Education (MBO in NL) working and intellectual level

Job level: scale 6

Number of hours: 26.25, possibly soon to be extended to 35 hours
 

Application procedure 

Candidates are requested to send a CV accompanied by a motivation letter in Dutch or English no later than December 6, 2023 to: mark-vander.velden@minbuza.nl with copy to pao@minbuza.nl.

For more information please contact Ilse van Ruler or Mark van der Velden through pao@minbuza.nl.

If you pass the initial selection, you will be invited for an interview.