Stellenausschreibung IEA: Research and Reference Assistant(Job Number: 08125)

Research and Reference Assistant(Job Number: 08125)


We are an equal opportunity employer and we encourage all qualified candidates to apply.

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 Organisation for Economic Co-operation and Development (OECD). The OECD is a unique forum where the governments of 34 market democracies work together to address the economic, social and governance challenges of the globalizing world economy. Both the OECD and the IEA seek opportunities to work with an increasing number of non-members of growing importance to the world economy.
The IEA seeks a web savvy Research and Reference Assistant to handle research and reference needs across Agency. S/he will also provide support for the Online IEA Bookshop.

The chosen candidate will report to the Head of Online and Multimedia and work in a team of enthusiastic professionals in a multicultural, dynamic and busy environment.

Main Responsibilities

1. Reference

  • Handle reference requests and materials across the Agency
  • Process incoming mail, magazines and .pdf subscriptions for distribution within the IEA.
  • Use EOS acquisitions, catalogue and circulation modules to register purchases, add books, etc. in catalogue, and checkout to the requesters.
  • Purchase subscriptions and order articles and/or borrow books.
  • Manage subscriptions via agents and subscriptions ordered directly through publishers.
  • Keep up-to-date list of all access details for subscriptions and websites.
  • Liaise with IEA legal office on contracts for subscriptions and electronic publications.
  • Manage the documentation budget.

2. Intranet/Internet

  • Develop and maintain research resources on the IEA Intra/Internet
  • Use the IEA’s content management system to update and maintain these resources
  • Manage periodicals’ list on the IEA intranet.
  • Assist in the development of digitisation projects such as the IEA photo archive and video archive
  • Produce a new acquisitions list, every quarter, from the catalogue module, and add to IEA intranet.

3. Research duties

Manage bibliographic searches for articles via as requested by IEA staff. Provide other research support as requested.

4. IEA Online Bookshop and Oil Market Report (OMR) subscriptions support

Back up the Online Bookshop manager and OMR assistant during particularly busy periods or when either is absent:

  • Process requests to purchase IEA publications;
  • Handle OMR subscription requests;
  • Ensure high quality customer service by responding to general requests, inquiries and claims;
  • Update the bookshop on each publication of a new book;
  • verseeing payments and liaising with the OECD Finance office concerning accounts questions.

Candidate’s profile

Academic Background

A post-secondary qualification in a relevant area such as communications, library science or a related area.

Professional Background

Proven experience working in a library or reference centre.

Good knowledge of the work of the IEA.

Experience of procurement procedures in a public sector environment would be an advantage


Fluency in written and spoken English; working knowledge of French especially useful, while other languages would be an advantage.

Key Competencies

The successful candidate will have excellent planning and organisational skills, initiative and commitment. Flexibility to adapt to changing work needs. Ability to work with minimum supervision and to accept responsibility for the successful completion of assigned work. Ability to pay attention to detail and track expenditures. Ability to deal simultaneously with a wide variety of tasks. Ability to establish priorities and meet deadlines.

Ability to work effectively and flexibly in a multicultural environment, to foster and maintain good working relations, as part of a team, with colleagues at all levels, national administrations and industry.

We require a web savvy individual that has proven experience of using the web for research and preferably with some knowledge of content management systems. Experience with electronic media such as Ability to use EOS Acquisitions, Catalogue and Circulation databases would be an advantage.

Good knowledge of Excel, basic knowledge of Access, Dreamweaver and photoshop would be an advantage.

Good communications skills.

Contract Duration
Fixed term 3 yrs renewable

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