Facilities Management Co-ordinator

Job description

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 International Energy Agency (IEA) is an intergovernmental organisation committed to advancing security of energy supply, economic growth and environmental sustainability through energy policy co-operation. The IEA operates as an autonomous body within the framework of the OECD. Both the IEA and the OECD seek opportunities to work with an increasing number of non-members of growing importance to the world economy. The Agency aims to foster the contribution of the energy sector to economic development and environmental sustainability. The IEA Headquarters are in Paris and have an approximate office space of 7,200m2, including some conference facilities. The Conferences, Buildings and Security unit (CBS) manages the IEA buildings and conference facilities in Paris and abroad, as well as ensures security, and health and safety. CBS implements the Agency’s contractual relationships with landlords and is responsible for the effective and efficient operational management of the IEA facilities. The Agency organises around 400 events per year in different formats (i.e., physical, hybrid or fully virtual) and welcomes about 8,000 delegates annually. CBS is looking for a Facilities Management Co-ordinator who will help identify, select and supervise outsourced contractors and who will coordinate a small team of Project Assistants in charge of delivering all hard and soft office facility services within the IEA (e.g. cleaning, security, technical maintenance, works, health and safety…) and act as a resource of guidance and support where needed. The selected candidate will be part of a dynamic and responsive team, cultivating and maintaining positive interactions with high level stakeholders and providers. The nature of the work is dynamic and fast paced, sometimes involving the candidate to be called upon to work outside regular office hours. The selected candidate will be under the direct supervision of the Head of CBS, working in close collaboration with the rest of the CBS unit as well as other IEA teams. Job Description Main Responsibilities Facility and Project Management Contribute to the definition and implementation of the Facility Management outsourcing strategy and procedures, for both soft and hard services. Coordinate a small team of two Project Assistants, acting as a resource of guidance and support where needed. Prepare and monitor a multi-year maintenance and assets replacement plan, ensuring technical installations and office space are maintained in solid conditions and compliant with current regulations (technical, labour code, fire safety, health and safety, etc.). Manage projects on occupied premises from definition to handover, implementing project mangement tools and best practises, without jeopardising service continuity and ensuring support and clear communication with clients. Ensure that the record of completed works and the technical databases (As Built) as well as physical inventories are kept up to date. Oversee all hard and soft office facility services contractors. Provide regular project status updates, communicate with internal teams, clients and external contractors, and draft presentations for stakeholders and/or senior management as needed. Oversee Facilities’ related IT systems (e.g. BMS, CMMS, desk booking system, helpdesk…) and track customer satisfaction. Contract Management and Procurement Participate in Facilities’ related procurement processes for soft and hard services, working closely with the OECD Central Purchasing Group. Prepare terms of reference and technical specifications, carry out bid analysis, participate in contract negotiations and purchase requests as appropriate. Coordinate, schedule, and supervise subcontractors, ensuring quality control and implementing performance management techniques to monitor and demonstrate achievement of agreed service levels. Oversee framework contracts, including drafting purchase and service orders, producing site inspection reports, approving contractor authorisations and certifications, and validating supplier invoices. Manage the reception and formal acceptance of goods and services, oversee contractual guarantees and reports, handle the lifting of minor reserves, and ensure comprehensive records of executed works for efficient maintenance. Provide statistics and contribute to the monitoring and updating of operational key performance indicators (KPIs) of buildings’ subcontractors. Fire safety, health and security Ensure all contractors comply with the fire, security and health and safety requirements. Plan the preparation and execution of fire evacuation exercises taking on the role of one of the Agency’s fire wardens. Plan the fire, health and safety training programme for the IEA staff. Regularly review and update the Security plan. Participate in the reviews of the Crisis Management Plan and play an active role in crisis management. Other duties: Regularly review and update CBS Buildings Sharepoint site content. Assist in events’ billing and ensure that invoices are issued and paid on time. Assist in other activities of the Unit and replace other Facilities colleagues in their absence, as required. Qualifications Ideal Candidate Profile Academic Background Post secondary education (University degree preferably) in buildings or facility management, engineering, architecture or another relevant field. Professional Background At least five years’ proven experience in Facilities or Buildings’ related activities executing projects, managing operational teams and supervising outsourced contractors (e.g. cleaning, security, technical maintenance, works, health and safety…). Proven experience in procurement (i.e. public or private call for tenders, technical specification...), building and maintenance contract practice with an understanding of the need to achieve value for money and accountability. Good knowledge of French Buildings’ codes and regulations as well as of Health and Safety regulations. Good knowledge of French asbestos regulations would be an asset. Experience working in a multicultural and diplomatic environment would be an asset. Tools: Good knowledge of Microsoft Office Suite (e.g. Word, Excel, Outlook, PowerPoint) and the ability to quickly learn the standard range of software packages used in the Organisation. Good knowledge of AutoCAD software would be an advantage. 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 2); Collaboration and Horizontality (Level 2); Achieve Results (Level 2); Innovate and Embrace Change (Level 2). To learn more about the definitions for each competency for levels 1-3, please refer to OECD Core Competencies . 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. Ability to draft, edit and proofread contracts in English and French. Additional Information Closing Date This vacancy should be filled as soon as possible, and applications should reach us no later than midnight 16 June 2026 (Paris time). Contract Duration 24 month fixed-term appointment, with the possibility of renewal. What the OECD offers Monthly salary starts at 6,008.38 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. 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.