Job details

Head of the Logistics Unit

Head of the Logistics Unit

  • Anywhere
  • 25 Aug, 2022

OECD

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.

Within the OECD’s Executive Directorate (EXD), the Conference, Security and Infrastructure Service (EXD/CSI) is responsible in particular for conference services, interpretation and translation services, security of OECD staff, delegates and visitors and the management and operation of OECD buildings, including fire safety, in Paris and at OECD Centres abroad. Within EXD/CSI, the Buildings, Logistics & Services division (EXD/CSI/BLS) is responsible for the management, proper functioning and operational continuity of the Organisation’s technical infrastructure and buildings.

EXS/CSI/BLS is looking for a Head of the Logisitics Unit who will be responsible for the planning and preparation of conference spaces for high-level and complex events as well as for the management of office moves, furniture and transfers.

The selected candidate will report to the Head of the Space Planning Unit.

Main Responsibilities

Conference and event logistics

  • Actively liaise with the Conference management team to prepare for upcoming events and advise on logistical aspects.
  • Propose spatial configurations and establish implementation plans for conference and catering events using AutoCAD.
  • Coordinate, prioritise and implement all necessary arrangements in collaboration with other technical services, delivering the event spaces in line with time, cost and quality requirements.
  • Mobilise internal logistics team and subcontractors to rearrange partitions, install furniture and conferencing and catering equipment, ensuring the implementation of last-minute adjustments, change requests and the application of evolving sanitary measures.
  • Prepare financial estimates and quotes for the invoicing of clients.

Management of office moves, furniture and transfers

  • Manage daily requests for office moves and coordinate move schedules with clients and technical teams.
  • Update inventories and plans, stock furniture and equipment and manage storage capacity.
  • Ensure the responsible removal, recycling, repair and reutilisation of furniture as well as the management of moving equipment.
  • Organise timely transfers of documents, furniture, art pieces and other materials.

Other responsibilities

  • Supervise internal logistics team, ensuring performance management and contributing to their professional development.
  • Participate in the drafting of technical specifications and evaluation of bids in calls for tenders and market consultations for subcontracted move services.
  • Contribute to establishing budgets and forecasts for services and equipment. Place orders and process invoices.
  • Supervise external move companies and manage the administration of their contracts in compliance with the Organization’s rules and procedures.
  • Propose and implement new procedures, leveraging technological innovations to increase cost efficiency of interventions.
  • Provide back up for colleagues, in particular on drafting of implementation plans in AutoCAD.

Ideal Candidate Profile

Academic Background

  • A good level of secondary education

Professional Background

  • At least 5 years of experience in logistics and moves management and at least 3 years of experience in high-level event support roles, preferably gained in an international organization.
  • Experience with asset management related to office furniture, conference furniture or similar inventory.
  • Experience with contract management and procurement would be an asset.
  • Proven experience in managing operational teams and supervising outsourced contractors.
  • Experience working in a multicultural environment would be an advantage.

Tools

  • Excellent level of proficiency in the use of AutoCAD or in a similar drafting software.
  • Good knowledge of Archibus or an equivalent computerized maintenance management system (CMMS) would be an advantage.
  • Good knowledge of the Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and the ability to quickly learn relevant software tools used in the Organisation.

Languages

  • Working knowledge of both OECD official languages (English and French) would be an asset.

Core Competencies

  • For this role, the following competencies would be particularly important: Achievement focus, Managing resources, Teamwork and Team leadership, Client focus, Diplomatic sensitivity
  • Please refer to the level 2 indicators of the OECD Core Competencies.

Contract Duration

  • Two-year fixed term appointment, with the possibility of renewal.

What the OECD offers

Monthly base salary starting from 4 181 EUR, plus allowances based on eligibility, exempt of French income tax.

  • 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.

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.

To apply for this job please visit oecd.taleo.net.

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