The Scope

FSC International Center with its Performance and Standards Unit is responsible for setting requirements for responsible forest management and chain of custody all over the world.

This work requires collaboration with many parties and is performed by a large team of staff in the FSC Office in Bonn, as well as by colleagues working remotely.

To perform our work effectively, our unit needs an excellent and proficient administration management making sure that contracts are established following due and timely process, invoices are verified and processed in a timely manner, events and meetings are organized well in advance, as well as that unit-wide processes for travel and budget management run smoothly.

Your role will be to bring our administrative management to the next level to ensure a seamless day-to-day management of all administrative operations, including centralizing and standardizing administration processes and close collaboration with respective programme leaders in our unit. You will be coordinating procurement, contracting, budgeting, travel and invoice management, and will be guiding the PSU team currently consisting of two administrative assistants.

Given the high level of required coordination, planning, and time management skills, we will welcome a candidate experienced not only with administrative or executive assistant work, but also with proven project management skills.

Main Roles and Responsibilities

To manage the handling of contracts, including establishment of PSU-relevant procedures, automation, coordination of contract processes across the unit, drafting, uploading in DocuSign, liaising with the Procurement team and Legal department, filing, etc.
To manage the handling of invoices, expense statements, and virtual card payments, including automation and management of an invoice registry, preparing for signature, scanning, filing of receipts, liaising with the Finance department, etc.
To ensure quality management by analyzing the contents of documents (including contracts, invoices and other documents). under handling to identify inconsistencies, errors and any regular mistake patterns, as well as other issues needing corrections and training of responsible staff.
To oversee making and coordination of travel arrangements for working group members, members of the Policy and Standards Committee, senior unit staff and guests, and to provide logistical support, including for visa applications, booking of flights, hotels, other means of transportation, etc. and liaise with the FSC Travel Manager as necessary.
To oversee and centralize logistics related to in-person and virtual meetings, book meeting venues and hotels by liaising with the Procurement team, and venues.
To serve as central point of contact of the unit for external correspondence and general enquiries.
To ensure and coordinate general administrative support to the unit.
To duly manage and file relevant documents (e.g., contracts and invoices), as well as organize folders according to the PSU Sharepoint instructions.
To liaise with administrative staff in other organizational units to address common issues, identify root causes and effective solutions, and raise/ escalate issues towards management as necessary.
Additional tasks as agreed with the PSU Directors.

Your Profile

Education and Training:

MBA or proven project management qualification is preferred. Vocational training or equivalent in a commercial occupation (min of BSc.), qualification in office management, e.g., from business school might be accepted depending on the level of experience and excellence achieved (e.g. min of Bürofachkraft known within Germany).

Working Experience, Style and Skills:

At least 5 years of professional experience in one or more of the following areas: project management, administration, office management.
Project management certification and proven records of successful completion of projects from start to finish.
Proven record of working with content evaluation and management of documents.
Pro-active work attitude and approach towards solving problems as they occur and by using common sense.
Good organizational skills.
Very strong analytical and problem-solving skills.
A very strong sense for diligence and accuracy.
Excellent time management skills: Ability to perform well while handling simultaneously several administrative and support functions.
Service and solution-oriented attitude to work.
Proactiveness and high level of engagement.
Excellent administration skills.
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, including user and service orientation.
Experience in working for an international organisation in a multi-stakeholder environment is an asset.

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

Standard software packages (MS Office 365; strong skills in MS Word and Excel).
Microsoft Teams and Sharepoint document libraries.
Adobe Acrobat is an asset.
Power BI (or equivalent) and automation tools (if the candidate does not currently poses these skills, s/he is required to acquire them within 6 months from taking on the position).

Communication and relationship management skills:

Exemplary verbal and written conduct and communication skills.
Skills to lead a conversation and the ability to arrive at timely conclusions.
Ability to establish and maintain positive interpersonal relations.
Strong presentation skills.
Conflict management skills.
Assertiveness.
Fluency in English (spoken and written).
Fluency in Spanish (spoken and written) is a plus.
Fluency in French (spoken and written) is a plus.
Communicative skills in German (spoken and written) are a plus. FSC provides supports in acquiring desired language skills.
Ability to explain complex topics to a layman’s audience.

Why us?

Be part of a globally recognized organization at the forefront of sustainable forestry and contribute to the mission to help protect the world’s forests.
Play an active role in the FSC global community of 400+ forest stewards who come together in-person at least once a year.
Benefit from cross-cultural collaboration and networking opportunities by working in a dynamic, inclusive, and diverse international culture with over 60 nationalities represented under one roof.
Enjoy comprehensive benefits, including relocation assistance if needed, and investment in training and development opportunities (e.g., LinkedIn Learning, Learning Lunches and more) to advance your career.
Explore the vibrant federal city of Bonn, home to Beethoven, Haribo, and the beautiful Rhein River promenade including many urban parks and close access to nature. As Germany's UN City and second capital, Bonn is an international city with a rich cultural heritage, recently celebrating its 2000th anniversary. Learn more about the city or take a virtual stroll.
Embrace work-life balance: beyond Bonn's borders, unlock Europe's wonders with 30 working days of vacation at your disposal. Whether it's skiing in the Swiss Alps or basking in the sun on Mediterranean shores, your European adventures await.

The Fine Print

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

Ready to make a difference? Join FSC and help shape a sustainable future. Don't delay - apply now!

Please apply via our website by submitting your CV in English
Please do not send any photos of yourself.
The deadline for applications is 29 September 2024.
Applications will be reviewed on a rolling basis until the position is filled.

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.

We will confirm receipt of your application. Should you not receive a confirmation of receipt please check your spam filter and if you cannot find it there contact us at careers@fsc.org

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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