Executive Assistant to the Director Global Resources & Governance Support

FLO - Fairtrade Labelling Organizations International

Bonn, Germany

UNIT: Global Resources

REPORTS TO: Director Global Resources

OVERVIEW:

Fairtrade is an alternative approach to conventional trade and is based on a partnership between producers and consumers. Fairtrade offers producers a better deal and improved terms of trade. This allows them the opportunity to improve their lives and plan for their future. Fairtrade offers consumers a powerful way to reduce poverty through their every day shopping.

Fairtrade International (FLO) is the international non-profit, multi stakeholder body that is responsible for the strategic direction of Fairtrade, sets Fairtrade standards and supports producers.

OBJECTIVE/PURPOSE:

The Executive Assistant will provide administrative and logistical support to the Director Global Resources, the Chair of the Board, and other Board members requiring occasional support for their Board-related activities.

Additionally, s/he will act as a central point of contact for, and oversee the logistical requirements of, meetings of Fairtrade’s main governance instruments, principally the General Assembly, Board and Global Operations Team.

PRINCIPAL ROLES AND RESPONSIBILITIES:

Support to the Board Chair and other Board members (40%)

  • Provide administrative support to the Chair of the Fairtrade International Board regarding meeting and travel arrangements;
  • Assist in the management of the “Board Chair” e-mail address, drafting e-mails as requested and monitoring incoming mail;
  • Act as a key point of contact, ensuring good communication flow between the Board and Fairtrade International’s senior management, staff, member organizations and other key stakeholders;
  • Act as key point of coordination for agenda setting, distribution of papers, managing the logistics for Board members in preparation of meetings.
  • Manage the Board Chair’s travel expense claims;
  • Provide similar administrative support to other Board members as necessary.

Governance meeting support (30%)

  • Manage, co-ordinate and facilitate the logistics, planning, organization and follow-up of all meetings and conference calls of the principal governance instruments of Fairtrade (General Assembly, Fairtrade International Board, Global Operations Team);
  • Specifically, the postholder will be responsible for coordinating the agenda-setting, minute taking, teleconferencing arrangements, logistical arrangements, preparation of documentation, ensuring translation of communication to Spanish, and meeting follow-up, including finalization and distribution of minutes;
  • Manage, co-ordinate and facilitate the logistics, planning, organization, minuting and followup of member calls;
  • Provide support to the Nominations Committee as requested.

Support to the Director Global Resources (30%)

  • Keep diaries – including making appointments and travel arrangements;
  • Open all business mail/e-mail and deal with all matters that the Director of Global Resources does not need to deal with himself;
  • Wherever possible, draft replies on behalf of the Director Global Resources where s/he needs to input or sign off correspondence;
  • Keep track of correspondence and ensure that all queries are dealt with in an appropriate and timely manner;
  • Take messages, answer queries and screen telephone calls and visitors;
  • Update Director of Global Resources about any matters that he needs to be aware of, and prepare briefing documents as needed;
  • Prepare and format emails, letters, reports, and other documents;
  • Arrange meetings on behalf of the Director of Global Resources, such as Finance and Audit Committee – contacting attendees, organising venues, booking refreshments and equipment, making travel arrangements, distributing relevant documents to all participants. Setting agendas, taking notes and drafting minutes, producing papers and reports as required;
  • Manage travel expense claims;
  • Support the Office Coordinator in liasing with the relevant authorities regarding Fairtrade International’s legal formalities;
  • Deputize for the Office Coordinator during vacation and other absences.

SKILLS REQUIRED:

Experience

  • A minimum of 5 years in an international office environment;
  • Experience of supporting senior executive staff and/or Board members, ideally in a multistakeholder and/or international organization;
  • Experience in minute-taking;
  • Working with the MS Office suite of programmes – at a minimum: Word, Access, Excel, PowerPoint, Outlook.

Knowledge & Qualifications

  • Educated to at least first degree level, e.g. multi-lingual secretary or similar qualification;
  • An understanding of the Fairtrade movement would be useful;
  • Numerate and capable of understanding and interpreting financial reports, statistical analyses, etc.

Skills & Abilities

  • Fluency in English essential, Spanish and good working German desirable;
  • Ability to create accurate, well-presented material;
  • Strong degree of initiative, professionalism, judgement and accuracy;
  • Highly organized, ability to prioritise a varied and fast-changing workload;
  • Flexibility, excellent interpersonal skills, project coordination experience, and the ability to work well with all levels of internal management and staff, as well as outside clients and vendors.

Personal Qualities

  • Friendly, outgoing and committed to support;
  • Collaborative team player;
  • Pleasantly assertive;
  • Persistent and conscientious;
  • Able to maintain a high degree of confidentiality;
  • Resourceful, imaginative and problem solver.

TERMS AND CONDITIONS:

  • This is a full-time position;
  • An initial one-year contract is offered. It is envisaged that the contract will be renewable after the initial one year period;
  • Location is at FLO eV offices in Bonn, Germany;
  • The working language is English;
  • Salary as per Collective Bargaining Agreement Scale V;
  • Starting date as soon as possible;
  • 30 days annual leave per annum.

APPLICATIONS:

  • Please consult www.fairtrade.net for more information on Fairtrade International and its members;
  • Please apply by email only, in English, with Curriculum Vitae and motivation letter to applications@fairtrade.net, citing “EA Director GR and Governance support” in the subject line;
  • Deadline for applications 2 January 2012;
  • Please note that Fairtrade International is strict on compliance with the required qualification criteria mentioned above, and only those candidates selected for interviews will be contacted.
Executive Assistant to the Director Global Resources & Governance Support Executive Assistant to the Director Global Resources & Governance Support Reviewed by Unknown on 5:12:00 AM Rating: 5

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