Company Description
THE OECD โ 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 OECDโs 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 OECDโs Executive Directorate (EXD), the Human Resource Management Service (HRM) is responsible for providing stewardship of the Organisationโs 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/HRMโs Head Office provides strategic HR direction, leadership in corporate and legal matters and oversight and coordination for the Organisation at large. The HR Operations Group, one of EXD/HRMโs three business units, provides centralized operational services, including the HR Operational Excellence team.
The HR Online Centre, within the HR Operational Excellence team, provides Communication, Information and Documentation management for EXD/HRM, including management of HR staff files database, internal HR communications, Intranet and Internet web content management, and digital project management.
THE POSITION
EXD/HRMโs HR Operations Division is looking for an Information and Documentation Specialist who will report to the HR Online Centre Manager. The selected candidate will be responsible for managing and organizing information resources, ensuring efficient documentation processes, and supporting the information needs of the HR Service.
Job Description
Main Responsibilities
HR documentation database management
Organise, manage and maintain the completion of HR employee files of the Organisation, both in electronic and paper form, so that they are accessible and up-to-date at all times, ensuring their authenticity, integrity, traceability, confidentiality and durability.Coordinate responses to internal and external audits, requests for consultation of staff files and HR users searches, while ensuring data confidentiality.Demonstrate operational excellence, ensuring file schema, user account and access management in compliance with the corporate information management policy, industry standards and best practices.Implement information management policies and procedures, including data retention schedule and ensure compliance with organisational standards and regulatory requirements.HR information management
Participate in the preparation of a variety of written content to support HR internal corporate communications, ensuring quality and timely delivery.In collaboration with HR team leads, manage HRMโs web content (Internet and Intranet) to ensure the content is up-to-date, relevant and accurate.Provide training and support to the HR Service with respect to documentation and information tools, in particular for newcomers.Assist in the preparation of visual content, including infographics and promotional images.Reporting, analysis and optimization
Participate in the ongoing EXD/HRM/HRO Robotic Process Automation (RPA) project to develop automated document indexing in cooperation with EXD/DKI.Control HR data imports, document and correct to ensure data integrity and completeness.Provide guidance to EXD/HRM with a view to maintaining and ensuring compliance with relevant policies and operational procedures on HR data management.Provide regular reporting for inclusion in KPIs and other management reports.Collaborate on digital projects aimed at enhancing and supporting effective HR information and documentation management, such as the development of new document recognition automation, the EUREKA chatbot, the new Intranet migration, the future Service now portal and/or any other digital tool or projects.Stay updated on emerging technologies and best practices and collaborate with the IT Service to ensure the effective implementation, maintenance and update of systems.
Other tasks
Act as HRM โCorrespondant Informatiqueโ (CI) back-up to coordinate IT exchanges between HRM and the IT Service and participate to technical meetings to ensure that general information systems or specific electronic tools respond as well as possible to the needs of HRM.Maintain the HR Online Centre in the absence of other team members.Participate as required in other tasks of the Centre.Qualifications
Ideal Candidate Profile
Academic Background
University degree in the field of of information management, documentation, IT technology, digitisation, or related field.Professional Background
A minimum of 2 years of experience provisioning professional archives, information management and working with Content Management Systems.Knowledge of regulatory requirements and best practices in information management.Proven experience in managing large digitised documentation resources. Experience creating and maintaining web content.Tools
Proven experience in working with the Microsoft Office Suite.Practical understanding of the Organisation's systems (Opentext, ONE secretariat, AEM) would be an advantage.Knowledge of Adobe Creative suite and other web-based graphic design tools would be an advantage.Languages
Fluency in one of the two OECD official languages (English and French) and knowledge of the other, with a commitment to reach a good working level.Knowledge of other languages would be an asset.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
24 month fixed-term appointment, with the possibility of renewal to a maximum of 36 months.What the OECD offers
Monthly salary starts at 3.809,51 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 OECDโs 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.