Office Manager, Medical and Social Hub

Company Description

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 compliance and 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 Resource Management service (EXD/HRM)

Within the OECD’s Executive Directorate (EXD), the mission of the Human Resource Management service (HRM) is to put in place policies and procedures to support the staffing needs of the Organisation and its employees. The HR Operations Group, one of HRM's three business units, provides centralised operational services: payroll (salaries, allowances and benefits), medical and social services, management of the Organisation's health insurance system (OMESYS) and an induction service for new staff.

Under the supervision of the Doctor/Manager of the OECD’s Medical and Social Hub, the successful candidate will fulfil the duties of office manager. The Medical and Social Hub comprises two doctors, five nurses (4 FTE), a counsellor psychologist and a social advisor who work across two specific sites. The main responsibilities involve the administrative and budgetary management of the Hub, and the organisation of its activities in collaboration with the nursing team and the Psycho-Social Centre. The office manager reports directly to the Doctor/Manager of the Medical and Social Hub and works closely with members of the medical team on a daily basis. The duties are performed on site at the OECD’s La Muette premises in Paris.

Job Description

Main responsibilities

Administrative management and team coordination

- Provide reception services for the medical service
- Manage post, e-mails and the generic email account, ensuring that the various members of the medical service follow up on matters appropriately
- Organise the service’s telephone system
- Manage and monitor the service’s schedule, including the booking of appointments and medical examinations
- Manage doctors’ schedules and organise the various meetings of the medical service

Planning and coordinating the work roster/schedules of the members of the health and psycho-social centres. Resource management.

- Ensure the proper management of the various resources: equipment, medicines, software and confidential databases
- Coordinate the monitoring, filing and confidentiality of medical records, from creation through to archiving
- Promote, as far as possible, the digitisation and simplification of medical services procedures, medical documents and monitoring tools, in coordination with other HRM/HRO units
- Obtain approval for projects and upgrades (e.g. replacing Préventiel® with UeGAR® or Kénora medical software) from the relevant authorities within the Organisation

Oversee sensitive cases and officials on "non-active" status

- Ensure the proper monitoring of officials on "non-active" status, in coordination with team members and other relevant stakeholders
- Manage the monitoring of sensitive cases, in particular the list of staff requiring special medical supervision and the frequency of their check-ups

Organising Standing Committee meetings

- Organise Medical Commissions and Invalidity Commissions with the Medical Officers
- Coordinate meetings of the Board for Disabled Children and the Board for Special Education Allowance with the Social Advisor who performs the secretarial duties

Managing medical/administrative documents

- Draft communication documents
- Draft and format the Activity Report of the Medical Service, and the Annual Report of the Medical Service for the Health, Safety and Working Conditions Sub-Committee (HSWCSC)
- Manage administrative coordination with external service providers

Liaising with the rest of the OECD

- Ensure effective, meaningful communication with the members of the Medical and Social Hub, other EXD services and all Directorates
- Coordinate the activities of external service providers on the Organisation’s premises, and play an active role in coordinating projects involving the medical service

Well-being

- Manage the various activities of wellness practitioners on the OECD’s premises

Qualifications

Ideal candidate profile

Academic experience

- A higher education qualification in management or the healthcare sector.

Professional Experience

- Five years’ professional experience, ideally in a health service, supplemented by experience in a corporate or international organisation. Good knowledge of medical procedures and practical arrangements in the medical field in France. Experience or knowledge of the functioning of the medical services of the Co-ordinated organisations would be an asset.
- If the successful candidate holds a nursing qualification recognised in France, they may occasionally assist with the management of medical emergencies.

Tools

- Proficiency in using Microsoft Office and medical software (ideally Préventiel®)

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 the OECD Core Competencies (https://www.oecd.org/en/about/careers/apply/core-competency-framework.html).

Languages

- Fluency in one of the two OECD official languages (English and French) and knowledge of the other.
- Knowledge of other languages would be an asset.

Additional Information

Closing Date

- This vacancy should be filled as soon as possible, and applications should reach us no later than 23:59 17 November 2026 (Paris time).

Contract Duration

- Two-year contract, with the possibility of a one-year renewal.

Please note that our Rules and Regulations stipulate that the mandatory retirement age is 67.

What the OECD offers

- Monthly base salary starting from EUR 4 502.33, plus allowances, based on eligibility, exempt of French income tax.
- Click here (https://www.oecd.org/en/about/careers/apply.html) to visit our Salary and Allowances Calculator.
- Click here (https://portal.oecd.org/eshare/exd-hrm/pc/Deliverables/Intranetforms/Communication/Staff_Rules_EN.pdf) 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 (https://www.oecd.org/content/dam/oecd/en/about/careers/New-Contractual-Policy.pdf).
- Click here (http://www.oecd.org/careers/work/) to learn more about what we offer and why the OECD is a great place to work.
- Browse our People Management Guidebook (https://issuu.com/oecd.publishing/docs/issu_20eng) to learn more about all aspects relating to people at the OECD, our workplace environment and on policies supporting staff in their daily life.
- Please note the appointment may be made at a lower grade 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.

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 to improve its efficiency and effectiveness; Staff members are encouraged to actively contribute to this goal.