Administrative Assistant (m-f-d)

Level: Assistant
Location: Bonn, Germany
Deadline: 22 January 2023
Fsc brandmark with canopy and sky as background

Administrative Assistant (m-f-d)

The Mission

FSC works to take care of our forests and those who rely on them: by protecting plant and animal species, Indigenous Peoples’ rights, forest workers’ safety, and much more. We achieve this through FSC certification, ensuring forests around the world are responsibly managed. For more information on FSC, visit our website at www.fsc.org.

To effectively meet the challenge of protecting the world’s forests, we are committed to ensuring we have the world’s most skilled people working with us. This commitment extends to everyone that works in FSC around the world: from those that lead the design of policies and standards, to those that roll out those same policies and standards on the ground, and to those that provide us with backbone to do our work.

We are looking for an engaged Administrative Assistant who brings solid expertise and a passion for FSC’s mission, to work with us in a multinational environment.

 

The Scope

To provide administrative support to ensure an efficient operation of the Engagement Unit. The Engagement Unit within FSC comprises FSC Membership and engagement with stakeholders on various topics.

 

Main Roles and Responsibilities

  • To serve as central point of contact of the unit for external correspondence and general enquiries.
  • To provide general administrative support to the unit like general scanning, filing, scheduling meetings and supporting visitors.
  • To manage the handling of contracts, including drafting, liaising with the legal department, filing etc.
  • To manage the handling of invoices and virtual card payments, including preparing for signature, scanning, filing of receipts and liaison with the financial department.
  • To provide support to project management & reporting including financial administrative support.
  • To make and coordinate travel arrangements for Board members, senior unit staff and guests and to provide logistical support, including visa process, booking of flights, hotels, other means of transportation, etc.).
  • To assist in planning and organizing various unit events which can be in-house, online, or abroad, i.e., liaising with the procurement team, organizing of logistics, scheduling, preparing contracts and documentation and supporting the sponsoring of travel to events.
  • Additional Tasks as assigned by formal supervisor and project work as assigned for special organizational needs.
  • To support overall unit work planning processes, including the maintenance and organization of key work planning documents.

 

Qualification, Experience and Skills

Education and Training:

  • Administrative education / training, e.g., from business school.
  • Training in Communications and/or Environmental or Social matters is an asset.

Working Experience:

  • At least 3 years of professional experience in working for an international organisation in a multi-stakeholder environment.
  • Experience in providing financial, administrative and office support.
  • Experience in organizing and filing documents, ensuring they are user-friendly and easy to find in a storage.

Working Style and Skills:

  • Pro-active work attitude and approach towards solving problems as they occur and by using common sense.
  • Good time management skills.
  • Ability to multitask and work under pressure.
  • Service and detail orientation, as well as a strong sense for diligence and accuracy, including good number skills.
  • Solution oriented attitude to work.
  • Eagerness to contribute and learn, openness to feedback.
  • Demonstrated cultural awareness and sensitivity to the diversity of values, views, and approaches to issues relevant to FSC by stakeholders around the world.
  • Exemplary personal and professional attitude and conduct.

Languages:

  • Fluency in English (spoken and written).
  • Fluency in Spanish and/or French is an asset.

Computer Skills – good skills in the use of/experience with:

  • Standard software packages (MS Office).
  • Database management platforms are a plus.

Communication Skills:

  • Exemplary verbal and written communication skills.
  • Active-listening skills.
  • Ability to establish and maintain positive interpersonal relations.

 

Terms and Conditions

  • Location: Bonn, Germany.
  • Working Hours: Full time - 40 hours per week.
  • Duration of Employment: Temporary contract – 2 years (extension possible, subject to satisfactory performance).
  • Starting Date: As soon as possible.
  • Travel: Sporadic travel is required.

 

How to Apply

Please apply via our website by submitting your CV in English. Please do not send any photos of yourself.

The deadline for applications is 22 January 2022.

We will confirm receipt of your application. However, only candidates shortlisted for an interview will be further contacted and will receive notice of the outcome of the selection process. Should you not receive a confirmation of receipt please check your spam filter and if you cannot find it there contact us at recruitment@fsc.org

For FSC, inclusiveness and diversity are important values. As such, we welcome and encourage applications from all backgrounds and are entirely committed to consider all qualified applicants regardless of race, gender, sexual orientation, religion, ethnicity, age and disability.  

Please be informed, that by applying for this position you automatically accept our Data Protection Information on processing your personal data.

We are looking forward to your application!

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