Project Coordinator – Space Management

Job description

EXD/CSI/BID is looking for a Project Coordinator who will contribute to the implementation of the Organisation’s space management strategy and to the delivery of space planning projects and initiatives. The selected candidate will work hands-on on a range of projects and activities related to office space management, workplace planning and office moves, while supporting the effective use of space management tools and applications. The selected candidate will work under the supervision of the Head of the Space Planning Unit. Main Responsibilities Space Projects, Relocation and Densification Coordinate office planning, relocation and densification projects from needs assessment through implementation, in collaboration with internal clients and technical teams. Gather user requirements and prepare project briefs, feasibility studies, layout options, schedules and cost estimates to support decision-making. Prepare plans, technical specifications and requests for quotation, and coordinate the delivery of works by architects, contractors and other service providers. Integrate technology requirements into new spaces including meeting rooms and connectivity. Ensure compliance with the fire safety and accessibility requirements, including for people with reduced mobility, and promote workstation ergonomics. Identify and mitigateproject risks related to schedule, budget and business continuity during works. Monitor project schedules, expenditure and risks, escalating issues and helping to ensure timely delivery, business continuity and the effective use of resources. Coordinate day-to-day officemoves based on internal client requests received through the ticketing system, in collaboration with other technical services and verify the delivery and installation of furniture and equipment. Space Data and Performance Analysis Maintain accurate plans and inventory and records of space allocated to each directorate, in coordination with directorate resource managers, using 2D plans and dashboards. Liaise with finance and internal clients to anticipate future needs and determine the allocated surfaces for chargeback purposes. Analyse occupancy rates using sensor and badge data to support the right-sizing of spaces Prepare KPI reporting for management, including occupancy rates, cost per m² and density Conduct post-move satisfaction surveys, gather user feedback and implement corrective adjustments as needed. Procurement, Suppliers and Furniture Management Support Regularly inspect the condition of furniture, to ensure user safety. Update Inventory records and prepare documentation required for furniture disposal. Organise furniture repairs and maintenance carried out by external service providers. Coordinatee tenders and contribute to the selection of service providers, including movers, furniture suppliers, project manager consultants and work contractors. Client service and internal stakeholder engagement Build close working relationships with internal stakeholders, with a strong focus on client service. Contribute to the development of communication tools tailored to client needs, in line with established processes. Apply existing communication strategies to promote projects and workspaces, increasing their visibility and adhere to all OECD communication standards and best practices, liaising with the Communications Directorate as needed.Actively cooperate with various OECD services, including Procurement, Finance, Security, Quality, Health and Environment, and IT. Ideal Candidate Profile Professional Experience At least four years of professional experience in the planning, supervision, and coordination of small- and large-scale building projects (interior and/or exterior), preferably gained within large organisations or companies. Experience coordinating projects related to innovative, flexible, and agile working environments. Experience coordinating multiple, simultaneous, and complex projects involving clients and diverse stakeholders, under tight deadlines. Experience drafting technical and administrative documents and analytical reports; experience in architectural design and strong drawing skills would be an asset. Experience coordinating contracts and monitoring budgets, with strong attention to detail and rigorous focus on the optimal use of resources. Professional experience in a multicultural environment would be an advantage. Tools Practical knowledge of standard software used within the Organisation, particularly Outlook, Word, and Excel. Very good knowledge of office planning software, in particular AutoCAD. Ability to quickly learn and use other IT systems and applications used for space planning. Core Competencies OECD staff are expected to demonstrate behaviours aligned to six core competencies which will be assessed as part of this hiring process: 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 a working knowledge of the other. Closing Date This vacancy should be filled as soon as possible, and applications should reach us no later than midnight 21 October 2026 (Paris time). Contract Duration This vacancy will be used to fill multiple positions. The appointment type will be determined based on the needs of the Directorate and will be confirmed when an offer of employment is made to the selected candidate. Please note that our Rules and Regulations stipulate that the mandatory retirement age is 67. What the OECD offers Monthly salary starts at 4 638.76 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. 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) 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 risk management functions (for management areas under our purview). Ours is a fast-paced environment focused on delivering management excellence across all our functions. THE CONFERENCE, SECURITY AND INFRASTRUCTURE SERVICE (EXD/CSI) The Conference, Security and Infrastructure Service (EXD/CSI) delivers essential corporate services that ensure the Organisation’s smooth day-to-day operations. Its services include conference management; translation and interpretation; security and infrastructure maintenance; facility services and the management of safe and sustainable workspaces. Within EXD/CSI, the Buildings and Infrastructure Division (BID) is responsible for the management, smooth running and continuity of operations in the Organisation's technical infrastructures and buildings including strategic and operational space planning over a combined surface area of 100,000 square meters and around 4,000 workstations in Paris, France.