Governing Board Secretariat and Office Coordinator

The position supports the IEA Office of the Legal Counsel by coordinating Governing Board Secretariat activities and providing office coordination. The role involves administrative and secretarial tasks in a dynamic legal environment within the OECD's International Energy Agency.

Responsibilities

• Co-ordinate all matters in relation to the Governing Board (GB) including liaison with the office of the Chair of the Governing Board (GBC), coordination with members of the GB Bureau (GBB), Group of IEA Chairs(GOC) regarding their IEA business and meetings.
• Act as interface with IEA/EXO, other directorates and offices and Delegations.
• Monitor GB-related deliverables and actions for the IEA Secretariat to ensure adherence with timeframes stipulated by the GB including by drafting/reviewing emails to GBC, GBB, GOC, Governors and delegates.
• Carry out research regarding institutional issues using institutional records.
• Assist the Chief Legal Counsel, Secretary to the GB, as needed.
• Assist the Chief Legal Counsel, Deputy Chief Legal Counsel, Legal Counsels and Advisors, as needed on any matters for which OLC has internal and external responsibility.
• Work in partnership with the assistant to ensure efficient office operations and administrative support.
• Perform administrative duties as required during their periods of absence.
• Perform any other legally or administratively related tasks, as required.

Requirements

• Undergraduate degree in a relevant field, such as social sciences, humanities or paralegal studies.
• Experience required within an international organisation and/or administrative fast paced environment; experience of committee management is an advantage.
• Excellent English writing and proofreading skills, with the ability to collaborate with colleagues to strengthen the quality and clarity of written communications.
• Demonstrated ability to exercise tact, diplomacy, and discretion, with a strong commitment to maintaining confidentiality.
• Strong attention to detail, with the ability to accurately review and manage all aspects of a task, regardless of complexity or scale.
• Collaboration skills to work effectively and flexibly in a multicultural environment, to foster and maintain good working relations, as part of a team, with colleagues at all levels, with Delegations and other stakeholders.
• Very good organisational skills, initiative and commitment.
• Ability to work with minimum supervision and to accept responsibility for the successful completion of assigned work.
• Ability to work on multiple assignments concurrently, prioritize effectively, and deliver accurate and timely results with consistency and care.
• Good ability to handle numerical data accurately.
• Excellent knowledge of Outlook and Microsoft Office Suite (Word, Excel and Powerpoint etc) and proven ability to learn new systems rapidly and proficiency in formatting and structuring documents.
• Excellent knowledge of/ ability to learn OECD tools such as Sharepoint, HR Renewal, Concur, SAP and SRM.
• Excellent command of written and spoken English.
• French language skills are an asset.

Skills

• Committee Management
• English Writing
• Proofreading
• Tact and Diplomacy
• Confidentiality Management
• Attention to Detail
• Multi-cultural Team Collaboration
• Organizational Skills
• Task Prioritization
• Numerical Data Processing
• Microsoft Outlook
• MS Word
• MS Excel
• MS PowerPoint
• Document Formatting
• SharePoint Development
• HR Renewal
• Concur
• SAP
• SRM

Languages

English, French