Hay Grade: 13

Job Type: Full-Time Permanent position, first contract 1-year

Location: IB (International Baccalaureate®) The Hague (NL)

Salary negotiable depending on experience:
NL (HG13): EUR 49.332-62.040 annually including 8% holiday allowance

No relocation or work permit will be offered.

The Education Office Associate supports the planning, tracking, and successful delivery of activities related to the development and review process of IB curricula within the Education Office (EO). The team supports four of the six verticals in the EO: Curriculum Development (CD), Education Innovation (EI), School Systems Design (SSD) and Student Learning Design (SLD). Acting as a key liaison between external stakeholders and internal departments such as Travel, Finance, MEP, Digital Partnerships, Communications, and Recognition ensuring seamless communication and coordination.

The role is key in the curriculum review process and projects in the EO. The team is responsible of supporting the project cycle, from the start (scope of work) until the implementation and evaluation. The role includes assisting EO staff in the planning, developing, implementation, and evaluation of those activities falling within the scope of work of the EO. This includes assisting in the planning and implementation of IB EO strategic initiatives.

The role supports informed decision-making, enabling better planning and fiscal stewardship. The Education Office Associate also manages records for commissioned work, trials, development meetings, internal meetings and sample collections, and oversees all contracts falling within the four verticals previously stated. By acting on lessons learned, EO Associates refine and enhance processes to ensure ongoing efficiency and effectiveness. Associates support the timely, budget-conscious delivery of tasks in collaboration with EO staff and external stakeholders, maintaining high standards and delivering excellent service to both internal teams and external partners.

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The Education Office Associate supports the planning, tracking, and successful delivery of activities related to the development and review process of IB curricula within the Education Office (EO). The team supports four of the six verticals in the EO: Curriculum Development (CD), Education Innovation (EI), School Systems Design (SSD) and Student Learning Design (SLD). Acting as a key liaison between external stakeholders and internal departments such as Travel, Finance, MEP, Digital Partnerships, Communications, and Recognition ensuring seamless communication and coordination.

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Knowledge:

• Operational Processes: Understanding of operational workflows and best practices.
• Data Management: Knowledge of data management principles and compliance with regulations such as GDPR.
• Financial Management: working knowledge of budgeting, and reporting.
• Project Management: Familiarity with project management methodologies and tools.
• Industry-Specific Knowledge: Awareness of industry standards and practices relevant to the organization.
  

Experience:

• Operations Coordination: Proven experience in coordinating operational activities, preferably within a similar industry.
• Stakeholder Management: Experience in managing relationships with internal and external stakeholders.
• Administrative Support: Background in providing administrative support, including scheduling and logistics management.
• Financial Tracking: Experience in budget tracking, financial reporting, and payment processing.
• Project Support: Experience in supporting project planning, execution, and monitoring.
• Programme Coordination: Proven experience coordinating projects with multiple stakeholders, preferably within a similar industry.

Technical Skills:

• Microsoft Office Suite: Proficiency in Word, Excel, PowerPoint, and Outlook.
• Project Management Tools: Familiarity with tools like Smartsheet, Microsoft Project, Excel or similar.
• Data Management Systems: Ability to use databases and data management software.
• Communication Platforms: Proficiency in using tools like Microsoft Teams, Zoom, or similar.

Soft Skills:

• Communication: Demonstrates outstanding verbal and written communication skills in English, ensuring information is conveyed clearly and effectively. Proficiency in additional IB languages such as Spanish or French is considered an advantage. Fluency in Arabic, Japanese, or Chinese is also welcomed.
• Organizational Skills: Strong organizational and time management skills, with the ability to manage multiple tasks and priorities.
• Problem-Solving: Strong analytical and problem-solving skills, with the ability to identify issues and develop effective solutions.
• Attention to Detail: High level of accuracy and attention to detail in all aspects of work.
• Interpersonal Skills: Ability to build and maintain strong relationships with stakeholders.
• Adaptability: Flexibility to adapt to changing circumstances and handle unexpected challenges.
• Teamwork: Ability to work collaboratively within a team environment.
• Negotiation skills: Ability to effectively reach mutual beneficial agreements to align project goals and timelines.

Applications will be accepted until 27 May 23.59 CET .

About the IB

If you're looking to work for a global organisation with a meaningful mission, and with colleagues all over the world, then the International Baccalaureate® (IB) may have the ideal opportunity for you! The International Baccalaureate provides world-class educational services to over 5,800 schools across 162 countries. A career at IB is not just a job; it’s an opportunity to work with an innovative world leader in education services and contribute to our 50-year mission of creating a better and more peaceful world. Apply now to join our global organisation where we empower our employees to thrive and make a difference.

We are committed to building a working environment that values respect, diversity, and compassion. The International Baccalaureate is proud to be an equal opportunities employer and we welcome applications from all suitably qualified applicants.

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Budget management

• Monitor financial operations across two teams within the Education Office (EO), ensuring precise monitoring and compliance with budget limits.
• Payment processing for requested activities at the EO level, addressing any payment issues and queries, and maintaining detailed financial records.
• Provide ongoing support to EO team members for budgetary planning and tracking, ensuring alignment with financial expectations and organizational goals.
• Execute changes to the budgetary tracking systems, utilizing tools like Excel to maintain accurate records and facilitate informed decision-making.
  

Process management

• Manage the following processes: face-to-face and virtual development meetings and workshops, commissioned work, basecamp and focus groups, assessment trials, pilots, sample collection, programme updates, minor amendments, non-regular diplomas, subject briefs.
• Oversee the entire commissioned work process, tracking progress from initial requests to payment, and resolving issues efficiently.
• Ensure processes carried out by in the Education Support Team follow applicable IB policies, including GDPR and copyright regulations, during both the trials and sample collection stages.
• Oversee the contracting process of around 700 collaborators to ensure legal compliance and effective management of delivery timelines.
• Liaise with stakeholders to guarantee timely submissions and maintain detailed progress records.
• Propose process improvements to enhance coordination and effectiveness in department operations.
  

Stakeholder management (internal and external)

• Act as the primary communication point between the IB and up to 700 external stakeholders across four of the six verticals in the EO. Executing logistical support on key activities, including face-to-face and virtual development meetings and workshops, commissioned work, basecamp and focus groups, assessment trials, pilots, sample collection, ensuring effective coordination and prompt resolution of issues.
• Build and maintain strong relationships with internal departments such as Travel, Facilities, MEP, Recognition, and Finance, as well as external partners, including IB educators and vendors, to promote seamless collaboration and timely project execution.
• Ensure all communications with stakeholders are clear, comprehensive, and well-documented to enhance satisfaction and engagement.
• Work with EO staff—Senior Managers and Curriculum Managers—to address complications in the planning and implementation of activities, ensuring stakeholder satisfaction. This includes compliance with IB travel and financial policies, and resolve travel emergencies as emerged.
  

Data collection and management

• Oversee the collection and tracking of financial data, ensuring accuracy and relevance in all documentation related to activities in four of the six verticals in the EO.
• Maintain clear records of stakeholder work deliveries, actions, and decisions made during meetings, as well as the progress of trials and sample collections.
• Ensure all data is securely stored and easily accessible, facilitating informed decision-making and compliance with data management standards.
• Ensure EO Salesforce data is accurate and consistent, including both event and case-level information. This involve creating Salesforce events, managing Salesforce queues, answering EO Support queries.
  

Project management support

• Follow IB and EO project management methodology: scope of work, baseline, and deliverables.
• Support EO team members in their baseline creation to track yearly activities timelines.
• Regularly maintain and update Gantt charts to monitor the status of curriculum reviews, projects, and strategic initiatives.
• Track deliverables in forms of publications, subject guides, prototypes, blueprints.
• Manage MEP accounts according to assigned portfolio, either by vertical or team.
• Coordinate communications plans requested by Curriculum managers,