The IEA Headquarters are in Paris and have an approximate office space of 7,200m2, including some conference facilities. The IEA also has a Regional Cooperation Center in Singapore. The Conferences, Buildings and Security unit (CBS) manages the IEA buildings and conference facilities as well as ensures security, health, and safety. CBS implements the Agency’s contractual relationships with landlords and is responsible for the effective and efficient operational management of facilities via its different sub-contractors (e.g., cleaning, security, audio-visual, maintenance, works, movers) as well as for ensuring mail distribution and coordinating logistics of the Executive Office. The Agency organises 400 events per year in different formats (i.e., physical, hybrid or fully virtual) and welcomes some 8000 delegates annually.
CBS is looking for a Project Assistant who will provide technical and administrative support for facility services delivered within the IEA. The position forms an integral part of a dynamic and reactive team, liaising with the Organisation’s high-level stakeholders and providers. The nature of the work is fast paced and energetic, sometimes involving the candidate to be called upon to work outside regular office hours, and occasionally on weekends or public holidays. The Project Assistant will work closely with the Facilities Management Co-ordinator and report directly to the Head of Unit. S/he will also work in close collaboration with the rest of the CBS unit as well as other teams.
Main responsibilities
Building and Facilities Management
- Supervise technical contractors, providing clear instructions, and applying high standards of contract performance and health and safety. Report and record shortfalls in service delivery.
- Plan and co-ordinate visits for technical repairs and minor works, periodic and preventative maintenance, including statutory and recommended controls, office landlord maintenance.
- Ensure quality control of preventive and corrective maintenance using Computerised Maintenance Management Systems (CMMS), produce operating reports and monitor activity performance indicators.
- Carry out all necessary actions to anticipate technical defects and ensure the operational continuity of critical technical infrastructures.
- Undertake regular inspections and report needed repairs to relevant stakeholders. Take timely and appropriate action in response to requests lodged by staff to the CBS helpdesk, keeping superiors and requestors informed of progress.
- Make and follow up requests made to landlords’ facilities teams via their corresponding helpdesk tools.
- Assist in creating graphic simulations of office layouts and the necessary updates with AutoCAD.
- Contribute to the implementation of renovation projects by coordinating various subcontractors including office move projects.
- Act as back-up to other support staff in the CBS Unit when necessary, including the Audio-visual and remote conferencing technician and the mail distribution agent.
Health and Safety
- Complete and submit for approval standard health and safety risk assessments with contractors following the OECD guidance and standard templates. Inspect works in progress and report any non-compliant safety issues.
- Brief more senior officials on any matter that affects the safety and working environment of staff, delegates and visitors.
Administrative support
- Participate in all stages of buildings’ procurement processes, prepare and process work orders, contracts and associated payments for service providers using the OECD internal tools, and keep the assets inventory up to date.
- Assist in preparing material for the CBS SharePoint site, ensuring that the information is regularly updated.
- Adopt a continuous learning approach with regard to evolving corporate systems and procedures and other relevant IT tools used in CBS.
- Carry out other tasks, as required.