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 40.240 to EUR 50.300 subject to deductions for social security contributions and health insurance.

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.