VACANCY ANNOUNCEMENT Executive Assistant - Crop Trust
VACANCY ANNOUNCEMENT The Global Crop Diversity Trust is an international organization whose mission is to ensure the conservation and availability of crop diversity for food security worldwide. The Global Crop Diversity Trust has recently established its headquarters in Bonn, Germany. For further information about the Global Crop Diversity Trust, consult the web page at http://croptrust.org The Global Crop Diversity Trust is seeking candidates for the position of:
Executive Assistant Reporting to the Executive Director, the Executive Assistant will provide effective and efficient highlevel administrative support to the Organization’s Senior Management Team. He/she will directly support the Executive Director in her functions, play a pivotal role in support of the members of the Senior Management Team and serve as focal point for the Executive Office for staff across the organization. The Executive Assistant is a highly visible position, representing the Executive Director to all internal and external stakeholders. This requires a high level of professionalism and effective interpersonal skills to communicate effectively with peers, senior staff, Executive Board members, government officials and other external partners. The dynamic candidate we seek will be organized, detail-oriented, flexible, committed, and passionate about his/her work. The position will be based at the Crop Trust’s offices in Bonn, Germany. The specific responsibilities of the position are as follows: •
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Act as a focal point on issues involving the members of the Senior Management Team (SMT); facilitate optimal communication and information flows within the SMT and in other parts of the Organization; Manage the agenda of the SMT members and constantly monitor and appreciate factors and activities affecting schedules and priorities of agendas; Facilitate effective follow-up on matters requiring the attention of the SMT members (including during their absences) through consultation and using own judgment, as necessary; Handle Executive Board and Donor Council logistic arrangements, including document preparation and distribution and provide high-level secretarial support to the Executive Board, including taking minutes of meetings; Support the organization of other institutional meetings as required; Review and prepare notes, draft documents and correspondence and respond to internal and external requests for information; Liaise with internal staff, external agencies and government authorities on a range of matters and make arrangements for and receive visitors; Handle travel arrangements of SMT members through the Travel and Meetings Officer; Fill in for the Corporate Operations Officer during absences; Perform any other duties as required. Qualifications and competencies
The position requires a candidate who is professional, has a strong understanding of the confidentiality required for a role at this level and maintains a calm presence. The candidate needs to be able to stay one step ahead of the Senior Management Team members and foresee requirements before they are needed. Specific qualifications and competencies are listed below: •
Minimum of 3-5 years relevant experience, preferably within an international working environment;
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Experience in providing high-level support to Executive-level staff in a fast paced role with similar levels of travel and diary management; Ability to anticipate needs of Executive Staff with a strong client orientation and service approach. Ability to work with a high degree of independence within assigned areas, demonstrating sound judgment; High degree of flexibility and adaptability, including the ability to meet demands outside of normal hours during peak periods, when necessary; Demonstrated proficiency in both English and German with ability to research and write formal business correspondence; working knowledge of French and/or Spanish is an advantage; Experience in taking minutes of high-level meetings; Ability to maintain a realistic balance among multiple priorities, work well under pressure, and handle a wide variety of activities and confidential matters with discretion; Strong teamwork and interpersonal skills and the ability to build relationships with staff, Board members, external partners, and donors; Superior organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail; Proficiency in Microsoft Office software and use of shared electronic calendars; Courtesy, tact and the ability to establish and maintain effective working relationships with people of cultural and national backgrounds
Terms and Conditions: The Trust offers an attractive remuneration package including a competitive salary, non-contributory retirement savings plan, medical insurance and leave provisions. This is a General Service position classified as Level 3, with the highest Level in the General Service Grade Levels being Level 3. The salary range for this level starts at Euro 40,000. Staff of the Global Crop Diversity Trust (including German nationals) are exempt from host country income tax. All benefits are denominated and paid Euros. Relocation costs are not covered. The initial contract will be for a period of three years, subject to a probationary period of twelve months. Applications: Interested candidates should submit the following: • a one page summary of your qualifications and experience, indicating how you meet each of the duties and competencies for the position and your motivations for applying; • your curriculum vitae in English (please include your current residence address, telephone, fax and email address, date of birth, gender and nationality); • names and full contact details of at least three referees. The above items should be sent to: Human Resources Office, Global Crop Diversity Trust, preferably by email at [email protected] Deadline for applications is 9 September 2016, or until position is filled. Alternatively, applications can be sent by mail to the following address: Global Crop Diversity Trust, Platz der Vereinten Nationen 7, Bonn, Germany. All mailed applications must be postmarked by the above deadline. Please quote source of advertisement. The Trust is an equal opportunity employer and strives for staff diversity in gender and nationality. All applications will be acknowledged, but only short-listed candidates will be contacted
Executive Assistant Reporting to the Executive Director, the Executive Assistant will provide effective and efficient highlevel administrative support to the Organization’s Senior Management Team. He/she will directly support the Executive Director in her functions, play a pivotal role in support of the members of the Senior Management Team and serve as focal point for the Executive Office for staff across the organization. The Executive Assistant is a highly visible position, representing the Executive Director to all internal and external stakeholders. This requires a high level of professionalism and effective interpersonal skills to communicate effectively with peers, senior staff, Executive Board members, government officials and other external partners. The dynamic candidate we seek will be organized, detail-oriented, flexible, committed, and passionate about his/her work. The position will be based at the Crop Trust’s offices in Bonn, Germany. The specific responsibilities of the position are as follows: •
• • •
• • • • • •
Act as a focal point on issues involving the members of the Senior Management Team (SMT); facilitate optimal communication and information flows within the SMT and in other parts of the Organization; Manage the agenda of the SMT members and constantly monitor and appreciate factors and activities affecting schedules and priorities of agendas; Facilitate effective follow-up on matters requiring the attention of the SMT members (including during their absences) through consultation and using own judgment, as necessary; Handle Executive Board and Donor Council logistic arrangements, including document preparation and distribution and provide high-level secretarial support to the Executive Board, including taking minutes of meetings; Support the organization of other institutional meetings as required; Review and prepare notes, draft documents and correspondence and respond to internal and external requests for information; Liaise with internal staff, external agencies and government authorities on a range of matters and make arrangements for and receive visitors; Handle travel arrangements of SMT members through the Travel and Meetings Officer; Fill in for the Corporate Operations Officer during absences; Perform any other duties as required. Qualifications and competencies
The position requires a candidate who is professional, has a strong understanding of the confidentiality required for a role at this level and maintains a calm presence. The candidate needs to be able to stay one step ahead of the Senior Management Team members and foresee requirements before they are needed. Specific qualifications and competencies are listed below: •
Minimum of 3-5 years relevant experience, preferably within an international working environment;
• • • • • • • • • • •
Experience in providing high-level support to Executive-level staff in a fast paced role with similar levels of travel and diary management; Ability to anticipate needs of Executive Staff with a strong client orientation and service approach. Ability to work with a high degree of independence within assigned areas, demonstrating sound judgment; High degree of flexibility and adaptability, including the ability to meet demands outside of normal hours during peak periods, when necessary; Demonstrated proficiency in both English and German with ability to research and write formal business correspondence; working knowledge of French and/or Spanish is an advantage; Experience in taking minutes of high-level meetings; Ability to maintain a realistic balance among multiple priorities, work well under pressure, and handle a wide variety of activities and confidential matters with discretion; Strong teamwork and interpersonal skills and the ability to build relationships with staff, Board members, external partners, and donors; Superior organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail; Proficiency in Microsoft Office software and use of shared electronic calendars; Courtesy, tact and the ability to establish and maintain effective working relationships with people of cultural and national backgrounds
Terms and Conditions: The Trust offers an attractive remuneration package including a competitive salary, non-contributory retirement savings plan, medical insurance and leave provisions. This is a General Service position classified as Level 3, with the highest Level in the General Service Grade Levels being Level 3. The salary range for this level starts at Euro 40,000. Staff of the Global Crop Diversity Trust (including German nationals) are exempt from host country income tax. All benefits are denominated and paid Euros. Relocation costs are not covered. The initial contract will be for a period of three years, subject to a probationary period of twelve months. Applications: Interested candidates should submit the following: • a one page summary of your qualifications and experience, indicating how you meet each of the duties and competencies for the position and your motivations for applying; • your curriculum vitae in English (please include your current residence address, telephone, fax and email address, date of birth, gender and nationality); • names and full contact details of at least three referees. The above items should be sent to: Human Resources Office, Global Crop Diversity Trust, preferably by email at [email protected] Deadline for applications is 9 September 2016, or until position is filled. Alternatively, applications can be sent by mail to the following address: Global Crop Diversity Trust, Platz der Vereinten Nationen 7, Bonn, Germany. All mailed applications must be postmarked by the above deadline. Please quote source of advertisement. The Trust is an equal opportunity employer and strives for staff diversity in gender and nationality. All applications will be acknowledged, but only short-listed candidates will be contacted
