Staff Administration Officer

OECD-OCDE; Paris; Sur place; EUR 40 000 - 60 000; Plein temps

Résumé du poste

The OECD is looking for a Staff Administration Officer responsible for employment-related administrative actions and support for client directorates. The role involves preparing offer letters, processing staff queries, and managing HR databases, requiring a university degree and considerable HR experience. Successful candidates will work in a collaborative environment, contributing to the efficiency and effectiveness of the organization's HR services.

Qualifications

• At least 5 years' experience in HR management.
• Fluency in English and French required.
• Knowledge of HR regulations in international organisations is advantageous.

Responsabilités

• Prepare offer letters and onboard new employees.
• Process staff queries and handle administrative actions.
• Update personnel data in the HR database (SAP HCM).

Connaissances

HR administration

Relationship management

Communication

Formation

University degree in business or human resources

Outils

Microsoft Office Suite

SAP HCM

Description du poste

Company Description

THE OECD – Who we are, what we do

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 EXECUTIVE DIRECTORATE (EXD)

The Executive Directorate (EXD) is the steward of OECD resources, on behalf of the Secretary-General. Our focus is on people and their wellbeing; the effective and efficient management of the budget; the safety and security of staff, Delegations, visitors, and of the OECD’s data; maintaining and sustaining physical and digital infrastructure; and enabling the convening power of the OECD through conferences, meetings and events, whether virtual, physical or hybrid. As well as providing corporate services, functions and management support to our staff and Members, we provide integrated, strategic and expert advice on corporate policies and management issues to the Secretary-General, to Council and to Standing Committees, to which we regularly report on corporate matters. We also provide risk management functions (for management areas under our purview). Ours is a fast-paced environment focused on delivering management excellence across all of our functions.

THE HUMAN RESOURCES MANAGEMENT SERVICE (EXD/HRM)

Within the OECD’s Executive Directorate (EXD), the Human Resource Management Service (HRM) is responsible for providing stewardship of the Organisation’s human capital on behalf of the Secretary-General. Overseeing three divisions (HR Operations, the Client Services Group and the Talent Management and Analytics Group), EXD/HRM’s Head Office provides strategic HR direction, leadership in corporate and legal matters and oversight and co-ordination for the Organisation at large.

THE POSITION

HRM/HR Operations is looking for a Staff Administration Officer who will process employment-related administrative actions and/or support a portfolio of client directorates.

The selected candidate will report to the Staff Administration Team Lead and work in close collaboration with other Staff Administration Officers as well as other EXD/HRM colleagues.

Job Description

Main Responsibilities

Workforce administration

• Prepare offer letters, verify allowances and benefits, and on-board new employees, using hiring briefings.
• Process and update allowances of staff members while ensuring changes in personal situations and assessing eligibility.
• Handle administrative staff queries with diplomacy, tact and discretion, while escalating issues as necessary.
• Act as the first point of contact for incoming staff.
• Process reimbursement/payment requests concerning moves, travel and installation allowances.
• Conduct departure formalities.
• Process all administrative actions accurately, autonomously, and in a timely manner i.e. internal nominations, promotions, transfers, appointment extensions, exceptional leave, administration of statutory travel.
• Advise temporary staff members with respect to the French national insurance scheme and manage subsequent administrative processes related to enrolment.
• Enter and update all personnel and pay-related data in the HR database (SAP HCM) in a timely and precise manner.
• Maintain personnel records in the OECD archiving system (Livelink).
  
  

Relationship management and collaboration

• Build relationships with Resource Management Advisors and/or other relevant counterparts within EXD/HRM and the rest of the Organisation to ensure smooth processing of work.
• Act as a first point of contact for the other members of the team on operational matters and participate in the training of new team members.
• Act as a back-up for colleagues within the Staff Administration team.
• Flag administrative issues to the Staff Administration Team Lead.
• Identify and communicate process and guideline improvements within the unit.
  
  

Qualifications

Ideal Candidate Profile

Academic Background

• A university degree in business, human resource management, public administration or a closely related field
  
  

Professional Background

• At least 5 years’ experience in human resource management service environment.
• Knowledge of HR administration, rules and procedures of an international organisation would be a definite advantage.
  
  

Tools

• Excellent knowledge and experience in the use of Microsoft Office Suite (Word, Excel, Outlook).
• Very good knowledge of human capital management (HCM) systems (e.ge. SAP HCM, SmartRecruiters) and/or the ability to learn new systems quickly.
  
  

Languages

• Fluency in one of the two OECD official languages (English and French) and working knowledge of the other.
• Very good drafting skills in both languages are required.
  
  

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.
  
  

Additional Information

Closing Date

• This vacancy should be filled as soon as possible, and applications should reach us no later than midnight 29 July 2025 (Paris time).
  
  

Contract Duration

• This vacancy will be used to fill multiple positions. The appointment type will be determined based on the needs of the Directorate and will be confirmed when an offer of employment is made to the selected candidate.
  
  

What The OECD Offers

• Depending on level of experience, monthly salary starts at 4 422.72 EUR, plus allowances based on eligibility, exempt of French income tax.
• Click here to consult the Staff Regulations applicable to officials of the OECD. Please note that from 1 July 2025, all Official appointments will be made under the OECD’s new contractual modalities.
• 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.
• This vacancy may be used to create a pool of candidates for comparable positions, both for open-ended and fixed-term functions.
  
  

Selection Process

• For retained candidates, the selection process may include a video-recorded interview, job-based assessment and panel interviews. Please note that due to the holiday period over the summer, successful candidates will be invited to the testing phase in early September.
• 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.