ISEAL Alliance

The Forest Stewardship Council is looking for an Office Coordinator to organize and coordinate office operations and procedures in order to ensure organizational effectiveness and efficiency.

Deadline for Applications: 31 Aug 2010

Location: Bonn, Germany

Full Vacancy Announcement

FSC is an independent, non-governmental, not for profit organization established to promote the responsible management of the world’s forests. It provides standard setting, trademark assurance and accreditation services for companies and organizations interested in responsible forestry. Products carrying the FSC label are independently certified to assure consumers that they come from forests that are managed to meet the social, economic and ecological needs of present and future generations.

Position Description

The Office Coordinator is responsible organizing and coordinating office operations and procedures in order to ensure organizational effectiveness and efficiency.

Reporting to the Head of the Director’s Office, the Office Coordinator is responsible for the efficient and smooth day-to-day running of the FSC office systems, services and premises in Bonn.  She/he will serve as the primary contact point for visitors; maintain office inventories, appearance and appliances.  The job responsibilities of the Office Coordinator are completely administrative and include, but are not limited to:

• Central point of the office;
• Organize office operations and procedures;
• Organize and maintain office filing system;
• Coordinate necessary office maintenance and repairs;
• Handles correspondence to outside, e.g. with business partners, members, public authorities, other organizations and answers general requests via letter, fax or email;
• Bringing the daily mail to the Post;
• Answers main phone line and the general FSC Office email address (fsc [at] fsc [dot] org);
• Organizes logistics for meetings and business travel;
• Support staff travel arrangements;
• Meeting room schedule;
• Maintain appearance and functionality of common work areas (hall/reception area, conference rooms, common areas);
• Assists staff to photocopy large amount of documents when required or for project specific;
• Assists staff to scan documents;
• Determines demand of office supply and office equipment in close coordination with Finance and Administration;
• Maintain / Inventory / Purchase office supplies, gifts, etc. as approved and storage area;
• Develop and maintain necessary relationships with vendors;
• Resolves office problems independently and facilitates solutions;
• Contributes to the development and maintains administrative instructions;
• Takes care of matters concerning house maintenance;
• Organizes and monitors kitchen services for meetings (incl. milk, sugar, etc.)
• Additional tasks as agreed with his/her supervisor.

Qualifications and Experience

The successful candidate is able to demonstrate the following key competencies:

• Professional Experience - 2 years minimum administrative experience. 
• Education and Training – Bachelor’s degree or equivalent experience.
• Communication skills – Excellent communication skills and have an ability to maintain a good working relationship with others
• Languages – Excellent verbal communication skills. The primary working language is English. Excellent command of the English and German language is required. Fluency in Spanish and/or French is desirable.
• Computer skills - Excellent computer skills, including the use of standard software packages (Word, Excel, PowerPoint, Outlook). Experience with web content management systems, such as Typo3, is also desirable.
• Time Management Skills – The successful candidate possesses strong organizational and time management discipline and multi-task oriented. This requires the ability to, at times, work independently and recognize opportunity to advance the collective team efforts.
• Team Membership Skills – The successful candidate works well as a member of a multi-cultural, inter-disciplinary, multi-lingual, global team while providing integration in critical areas of development.
• Cultural awareness - 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.
• Exceptional Interpersonal Skills – The successful candidate communicates well and convincingly in teams and with a diverse range of actors, while possessing active-listening skills, being able to facilitate interactive discussion and maintaining positive interpersonal relations and confidence.
• Ability to relate to the FSC’s Values and Approach – The successful candidate identifies with the values and mission of the FSC, relates to the principle mechanisms of the organization and is at a general level familiar with the scope of FSC’s programs of standard setting, accreditation, trademark management, political dialogue and networking.
• Personal Conduct – The successful candidate through his/her work represents the FSC as a whole, the FSC Director’s Office and the FSC Managing Director with exemplary person-al and professional authority and conduct. The successful candidate conducts his/her work with uncompromised integrity, honesty and loyalty appropriate to the position.

Terms and Conditions

The position is based in Bonn, Germany

• Two year contract;
• Forty working hours per week;
• 30 days holiday per year, plus official holidays;
• Sporadic travel might be required;
• FSC is an equal opportunity employer and does not discriminate nationality, ethnicity or religion.

How to apply

• Please consult www.fsc.org for further information on FSC.
• Please apply by email only, in English, with Curriculum Vitae and motivation letter sent to Mrs. Guille Garza via email recruitment [at] fsc [dot] org; citing Office Coordinator in the subject line.
• Deadline for application is 31 August 2010.
• Please note that FSC is strict on compliance with the required qualification and experience criteria mentioned above, and that only those candidates selected for interviews will be contacted.
• First interviews are planned for week of 6^th September 2010.