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Executive Assistant

Vacancy #:   6348
Unit:   Europe regional office -Administration
Organisation:   International Union for Conservation of Nature (IUCN)
Location:   European Regional Office Germany, Bonn, Germany
Reporting to:   Director – IUCN European Regional Office
Work percentage:   100%
Grade:   A3
Expected start date:   01 July 2023
Type of contract:   Fixed-term (6 months with possibility of renewal)
Closing date:   14 May 2023
BACKGROUND
IUCN is the world’s oldest and largest global environmental network - a democratic membership union with more than 1,400 government and NGO member organizations, and almost 15,000 volunteer scientists in more than 160 countries. IUCN’s work is supported by more than 1,000 professional staff in 45 offices and hundreds of partners in public, NGO and private sectors around the world. Its headquarters are based in Gland, Switzerland.
IUCN’s work focuses on valuing and conserving nature, ensuring effective and equitable governance of its use, and deploying nature-based solutions to global challenges in climate, food and development. IUCN supports scientific research, manages field projects all over the world, and brings governments, NGOs, the UN and companies together to develop policy, laws and best practice.
The IUCN European Regional Office, located in Bonn, together with the EU Representative Office, located in Brussels, provides vital linkages for IUCN Members, National Committees, Commissions and the Secretariat to governments, EU institutions, NGOs, scientists, practitioners, the private sector and other stakeholders to accelerate the implementation of the European Green Deal, the EU 2030 Biodiversity Strategy and related national and regional biodiversity plans in Europe. It supports the mainstreaming of biodiversity within national and EU policy processes and promotes Nature-based Solutions (NbS) to social, environmental and economic challenges.

OBJECTIVES OF THE POSITION

The Executive Assistant will guarantee a smooth, efficient and effectively run office in Bonn. Under the supervision of the Director of the European Regional Office (EURO), the Executive Assistant will provide support to the European Regional Director in all aspects of his work and ensure that the IUCN Bonn Office is properly managed.
The Executive Assistant is often the first point of contact for the Regional Director for both internal and outside enquiries. The Executive Assistant is expected to handle sensitive and confidential information and demonstrate the highest levels of integrity and discretion. The role requires excellent multicultural communication and inter-personal skills and an overview of the workings of the entire organisation in Europe.
The Executive Assistant is expected to work in close coordination with other team members of EURO, IUCN Headquarters, the Regional Office for Eastern Europe and Central Asia and the Centre for Mediterranean Cooperation.
In addition to these tasks, the Executive Assistant will be responsible for office management in Bonn, ensuring smooth communication with Bonn-based staff and external partners.

SALARY

The gross annual salary for this position is in the range from EUR 45.270 to EUR 55.330 (depending on skills, experiences and IUCN equity analysis) subject to deductions for social security contributions and health insurance, and before tax.
JOB DESCRIPTION
MAIN DUTIES AND RESPONSIBILITIES

1) Assistance to EURO Director:

• Serves as the first point of contact for the EURO Director for internal and external parties;
• Manages the Director’s daily schedule and office task list;
• Arranges the Director’s meetings, ensuring agenda and documentation are made available and distributed in a timely manner;
• On a needs’ basis, acts as rapporteur and prepares and distributes minutes/updates; monitors follow-up actions as required;
• Undertakes and effectively organizes the Director’s participation in all events related to IUCN’s work
• Makes logistical arrangements for internal and external meetings of the Director;
• Responsible for the Director’s travel arrangements, prior and after travel (TA, transportation, visa, accommodation, itinerary, briefing book, Daily Subsistence Allowance, expense claims, STO and BTOR);
• Drafts letters and memoranda for final approval and signature by the Regional Director;
• Reviews and logs all incoming correspondence to ensure timely action on delegated items;
• Maintains and updates contact lists and archives and ensures the general efficient functioning of the Regional Director;
• Prepares invoices, payment requests and expense claims for the Director cost center and manages petty cash;
• Prepares informal translations from/to English to/from German;
• Other duties as may be required.

2) Office Management

• Manage the facility of the IUCN in Bonn;
• Serve as the focal point for German authorities and partners;
• Liaise and interact with German Government and local authorities on the IUCN operation in Germany;
• Ensure that insurance and security is in order;
• Regularly update office regulations and guidelines and keep the Bonn staff up to date;
• Ensure sufficient office supplies;
• Coordinate and supervise logistics for meetings and events in Bonn;
• Prepare office seating plans and ensure office space optimization;
• Organize office cleaning and maintenance;
• Perform other duties related to the facility management, as required.
REQUIREMENTS
  • Bachelor's degree in a subject related to business administration or operations;

• At least 5 years of professional experience of which 3 years in a relevant position;

• Excellent organizational skills;

• Computer literacy in MS Office packages;

• Experience in business administration, work schedule planning and document filing;

• Timely and accurate handling of administrative tasks;

• Fast and immaculate typing and proof-reading skills;

• Ability to communicate effective both orally and in writing in English and German; knowledge of other IUCN languages is an asset;

• Ability to work with multi-disciplinary groups in an interdisciplinary and intercultural environment;

• Team-oriented attitude and ability to work independently.
APPLICATIONS

Applicants are requested to apply online through the HR Management System, by opening the vacancy announcement and pressing the "Apply" button.

Applicants will be asked to create an account and submit their profile information. Applications will not be accepted after the closing date. The vacancy closes at midnight, Swiss time (GMT+1 / GMT+2 during Daylight Saving Time, DST). Please note that only selected applicants will be personally contacted for interviews.

Other job opportunities are published in the IUCN website: https://www.iucn.org/involved/jobs/


About IUCN

IUCN is a membership Union uniquely composed of both government and civil society organisations. It provides public, private and non-governmental organisations with the knowledge and tools that enable human progress, economic development and nature conservation to take place together.

Created in 1948, IUCN is now the world’s largest and most diverse environmental network, harnessing the knowledge, resources and reach of more than 1,400 Member organisations and around 16,000 experts. It is a leading provider of conservation data, assessments and analysis. Its broad membership enables IUCN to fill the role of incubator and trusted repository of best practices, tools and international standards.

IUCN provides a neutral space in which diverse stakeholders including governments, NGOs, scientists, businesses, local communities, indigenous peoples organisations and others can work together to forge and implement solutions to environmental challenges and achieve sustainable development.

Working with many partners and supporters, IUCN implements a large and diverse portfolio of conservation projects worldwide. Combining the latest science with the traditional knowledge of local communities, these projects work to reverse habitat loss, restore ecosystems and improve people’s well-being.

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