Administrative Assistant (m-f-d)

at  FSC Global Development GmbH

THE SCOPE

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.
Are you passionate about human rights, forest restoration and protecting environmental and social values in the world’s forests? Are you passionate about supporting and maintaining administrative systems to bring out the best in the teams with whom you work? Then join the System Integrity team at FSC! We are looking for an additional Administrative Assistant to join an international team of experts working to support the integrity of the FSC system. You will support procurement and contracting of experts, maintain and improve administrative systems designed to ensure effective and efficient delivery of integrity services to FSC’s international units and external clients, and to support the unit in organizing meetings, travel, reimbursements, and invoicing.

EDUCATION AND TRAINING:

• University degree, or vocational training or experience in a relevant field, for example, office administration.
• At least 2 years of professional experience in work related to the responsibilities in a relevant field (e.g. administration or office management, supporting functions for executives or teams)

Language and Skills

• A structured and systems approach to managing work and priorities with the ability to adapt to changes and pivot when needed.
• Experience supporting contracting and procurement processes.
• Experience with office administration.
• A solutions-oriented and proactive team player with the ambition to be part of a high-performing team.
• Ability to manage technical details, while maintaining the ‘big picture.’
• Fluency in English (spoken and written) is required.
• Fluency in German is an asset.

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

• Standard software packages (MS Office)
• Excel, Power BI
• Docusign or other digital contracting system
• Project management tools is an asset

Communication Skills:

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

Others:

• Experience in working in a multi-cultural, multi-lingual, global team.
• Experience in working in / with an NGO or Non-Profit Organization.
• Commitment to FSC’s mission and values.
• Demonstrated cultural awareness and sensitivity to the diversity of values, views and approaches to issues relevant to the FSC program by stakeholders around the world.
• Ability to represent FSC through his/her work with exemplary personal and professional authority and conduct.

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 17 November 2024.
  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!

• Maintain and improve administrative processes in terms of, for example, contracting, procurement, meeting organization, travel arrangements etc.
• Assist with the administration of external service providers (contract processing, signing, filing, invoice processing, payments etc.).
• Support procurement processes, for example, placing orders, checking delivery, invoice processing.
• Support unit communications efforts including for example, updating and maintaining web content, developing power point presentations, supporting internal unit communications and messaging, and ordering translations of communications materials.
• Support the preparation, coordination and execution of unit meetings and phone conferences (logistics, meeting set up, taking minutes etc.).
• Make travel arrangements.
• Maintain unit information resources and databases (unit calendars, unit distribution lists, unit media lists, etc.).
• Assist with the updates of dashboards that report and summarize unit information and resources.
• Work closely with the other unit Administrative Assistant to coordinate work and seamless coverage of the administrative functions for the unit.
• Any other task as assigned by formal supervisor and project work as assigned according to special organizational needs.