Assistants – Science, Technology and Innovation

Main Responsibilities

Organisational support, meetings and missions

• Organise workshops, meetings and conferences, including room reservation, organisation of receptions, preparation of participant lists, and provide secretarial support during the meetings.
• Organise and prepare official missions for staff including travel arrangements and processing of expense claims using SAP software; compile briefing files and assist in the preparation of mission reports.

Publications and documents

• Provide assistance in the preparation of documents and reports, in both official languages (English and French), in accordance with the OECD Style Guide. This includes proof-reading, formatting and the use of standard OECD software.
• Draft short correspondence or notes in both official languages.
• Establish and maintain effective record management, structured document retrieval and workflow management systems.
• Upload documents to O.N.E. and the community sites.
• Assist in the preparation of material for the Internet site, ensuring that the information is regularly updated.

General administration

• Prepare contracts, recruitment requests and payment orders for invited experts and external consultants.
• Act as back-up to other support staff in the Division when necessary.
• Carry out other tasks as requested

Continuous learning and process improvement

• Keep informed about the Directorate’s work commitments, milestones and main sources of funding, and support policy staff in the implementation of the Programme of Work and Budget.
• Pro-actively suggest improvements to existing administrative processes, workflows and working methods.
• Adopt a continuous learning approach with regard to evolving corporate systems and procedures and other relevant IT tools.
• Keep abreast of the relevant financial and/or human resource rules pertaining to assigned workflows.