Office Administrator OPEN

Communications, Outreach & Engagement Team

The Center for International Forestry Research (CIFOR) envisions a more equitable world where forestry and landscapes enhance the environment and well-being for all. CIFOR is a non-profit, scientific institution that conducts research on the most pressing challenges of forest and landscape management around the world. Using a global, multidisciplinary approach, we aim to improve human well-being, protect the environment, and increase equity. To do so, we conduct innovative research, develop partners’ capacity, and actively engage in dialogue with all stakeholders to inform policies and practices that affect forests and people. CIFOR is a CGIAR Research Center, and leads the CGIAR Research Program on Forests, Trees and Agroforestry (FTA). Our headquarters are in Bogor, Indonesia, with offices in Nairobi, Kenya, Yaoundé, Cameroon, and Lima, Peru.

CIFOR is looking for

Office Administrator

Overview

The Global Landscapes Forum (GLF) is a partnership initiative led by CIFOR through its GLF Team. The team will be located mainly in a new CIFOR office in Bonn, Germany. The GLF Team is responsible for delivery on all GLF activities, and for expanding the GLF partnership and community. The GLF is organized in three work areas led by the Community of Landscapes Leader, GLF Executive Producer, and Chief of Knowledge, respectively.

The Global Landscapes Forum is the world’s largest inter-sectoral platform designed to examine knowledge, share experiences and accelerate action by communities as they invest in and move towards more resilient, climate friendly, diverse, productive, equitable and, thereby, sustainable landscapes. Founded by CIFOR, UN Environment and The World Bank, and with core funding provided by the German Government, the Global Landscapes Forum is scaling up to engage one billion people in realizing their local priorities, while at the same time contributing significantly towards the overall achievement of the Sustainable Development Goals and climate agenda. Since 2013, over 25,000 stakeholders from more than 3000 organizations and 110 countries have engaged with the GLF both in person and online, with stakeholders from community and indigenous people’s organizations, finance, civil society, government, media and the youth. The GLF Community of Landscapes is founded on four principles: connecting, sharing, learning and acting. Our vision considers people first and recognizes that people acting together drive change.

Over the next four years, with the support of core funding from the German Government and with the support of core, co-founding partners, such as UN Environment and the World Bank, the GLF will expand the discussion to a larger audience than ever before, and place communities at the center of the conversation. This event will challenge global influencers to react, expand, and – of course – scale up actions required to build sustainable landscapes.

The Global Landscapes Forum is a place where a farmer can inform action, pathways and policies; where international organizations can learn from the private sector and vice versa; and where CEOs, community leaders, communicators and technologists can share, learn, connect and act together.

From building the investment case for sustainable landscapes, to protecting peatlands and supporting restoration in Africa, the Global Landscapes Forum has been at the cutting edge in hosting and facilitating all manner of discussions to accelerate positive action for people, for the environment, and for the achievement of global climate and Sustainable Development Goals.

Together we will create a global force to achieve the Sustainable Development Goals and climate agenda by creating a positive vision of what we can do if we all work together.

BE A PART OF A GLOBAL MOVEMENT. BE A PART OF THE GLF.

Duties and responsibilities

The GLF Office Administrator is responsible for providing all administrative services (including finance, project management and human resources) to the GLF Secretariat in Bonn.
The GLF Office Administrator will work closely with the GLF Executive Producer and the GLF Global Coordinator to ensure that the above administrative services/operations comply with CIFOR’s guidelines and local regulations and rules.
Finance and project management
  • Ensure that the financial administration of the GLF Secretariat is properly executed, and that all the financial operations in the office comply with existing financial regulations, rules and other instructions.
  • Contribute to developing or updating the financial and administrative policies and procedures manual for the GLF Secretariat, in collaboration with the Finance team at headquarters.
  • Communicate and enforce finance rules, requirements and timelines. Follow through with implementing financial tools and processes within the office.
  • Assist the GLF Executive Producer and the three core function leaders in managing budgeted activities.
  • Play an active role in preparing the annual program and work budgets for the GLF Secretariat and other budget proposals for submission to donors and funding agencies.
  • Manage cash flows and ensure that relevant obligations and disbursements are released correctly and on time.
  • Prepare monthly financial statements and documents for the GLF Executive Producer and the three core function leaders’ approval and submission to the Team Leader of Finance.
  • Manage the fixed assets inventory and oversee the purchasing of equipment and supplies according to procedures and guidelines.
  • Assist in resource planning with the GLF Secretariat team or function leader, in line with project costing (or full cost recovery) methodology, BMUB and BMZ policies.
  • Assist the GLF Secretariat team in developing or modifying project timelines and resource requirements.
Human resources
  • Provide support to the Human Resources team at headquarters on human resources matters.
  • Assist the GLF Executive Producer in developing strategies for a staffing.
  • Assist the GLF Executive Producer in developing safety guidelines including evacuation plans.
  • Assist in staff recruitment and placement through preparing vacancy announcements, reviewing applications, facilitating candidate interviews and drafting selection recommendations for Human Resources at headquarters.
  • Oversee the administration of staff salaries, benefits and entitlements.
  • Assist in the follow-up of performance appraisals for all national staff.
  • Conduct salary surveys, and undertake benefits and job classification benchmarking activities for national staff.
  • Follow up and update the Health, Life, Accidental Death and Dismemberment (AD&D), Long Term Disability (LTD) and other insurance plans for national staff in Bonn, in line with the CIFOR policy for Germany.
Administration
  • Assist the GLF Executive Producer and the GLF Global Coordinator in strategic planning (in terms of staffing, office space, resources or office materials).
  • Supervise operational staff and provide general management support to the GLF Executive Producer.
  • Interface with public administrators, banks and service providers.
  • Assist the GLF Executive Producer in communicating organizational office progress, goals and news within the office.
  • Serve as officer-in-charge as required in the absence of the GLF Executive Producer for administrative and operational issues.
  • Perform other related duties as required by the supervisor.
Grants and contracts
  • Monitor agreements with partners (MoUs, LoAs) both for compliance of all parties and to ensure timely negotiation of renewal, where appropriate in collaboration with the Project Management Coordination team at headquarters.

Education, knowledge and experience

• degree in management, accounting or equivalent; a combination of education and experience
• at least 5 years of experience in finance, budgeting and administrative matters
• excellent financial and administrative skills
• training and experience in a human resources field will be an advantage
• familiar with international finance, accounting, and human resources policies and practices
• familiar with working in an international, multicultural and fast-paced environment
• fluent in English and German.

Personal Attributes and Competencies

• self-motivated, energetic, resourceful and able to find creative solutions
• able to strategize at both macro and micro levels
• a team player with outstanding interpersonal communications skills
• outstanding diplomatic and negotiation skills
• proven ability to work well under pressure.

Terms and Conditions

• The duty station will be in Bonn, Germany.
• CIFOR’s employment conditions follow local labor laws and regulations. CIFOR will employ suitable candidates regardless of nationality, provided that he/she complies with the local requirements for working at the posting location.
• Competitive remuneration commensurate with skills and experience is offered.
• The vacancy is open until filled

To apply, please visit our career site at
http://www.cifor.org/career

To learn more about CIFOR, please visit our website at
http://www.cifor.org

CIFOR is an equal opportunity employer. Staff diversity contributes to excellence.

Application process

No Application deadline.
We will acknowledge all applications, but will contact only short-listed candidates.



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