Operations Manager (m-f-d)

at  FSC Global Development GmbH

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.

• 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.