ICLEI - Local Governments for Sustainability is the leading global network of over 1,500 cities, towns and regions committed to building a sustainable future. By helping the ICLEI Network to become sustainable, low-carbon, ecomobile, resilient, biodiverse, resource-efficient, healthy and happy, with a green economy and smart infrastructure, we impact over 25% of the global urban population.
The Administration team is a department within the ICLEI World Secretariat which takes care of the organizational key functions of the ICLEI e.V. and consists of 4 areas of expertise: administration, project acquisition and management and human resources.
To manage the Administration team we are currently looking for a:
Head of Administration and Human Resources
The successful candidate will be a part of the international ICLEI World Secretariat team based in Bonn, Germany and will be placed within the Administration team.
General:
- Acting as leader of the Administration team within the ICLEI World Secretariat, including all related staff and team management responsibilities.
- Planning, managing, supervising and monitoring of all tasks and responsibilities being allocated to the Administration team.
Administration:
- Being responsible for the secure and appropriate storage and archiving of physical and digital data including contract management and filing
- Developing, controlling and monitoring work procedures, templates and descriptions of internal policies and principles of the World Secretariat
- Supporting and handling the further establishment of management systems within the World Secretariat.
- Keeping an overview over and control over all office and work materials, procurement processes, travel procurements, agreements with service providers, management of inventory and stock.
- Assisting and supporting management and the Finance department in the financial management of the organisation, including:
- Drafting and updating annual budgets for the ICLEI WS, including their constant oversight and controlling
- Support for (project) audits.
- Keeping an overview and managing information on cross-cutting HR, financial and administrative issues like the set-up and regular updating of the annual capacity plan
Human Resources:
- Assisting and supporting management in all HR matters.
- managing and assisting all Team Leaders in the execution of internal HR processes (hiring, contracts, promotions, etc)
- Developing, controlling and monitoring of HR procedures (and its implementation), templates and descriptions of internal rules and principles of the World Secretariat.
- Being responsilbe for the secure and appropriate storage and saving of HR data, including management of personnel filing
- Being responsilbe for HR related data collection, processing and analyzing, including time recording, holidays, overhours etc and for required action.
- Supporting management in the communication with Works Council
Project acquisition, administration and management
- Leading the process on project management mechanisms, tools etc. with the project responsible
- Support to project leaders in the administrative management of projects
- Overseeing the Project Administration team in the coordination of project acquisition processes including administrative, legal and financial matters
- Minimum of 8 years’ experience in the operational management of an international non-for-profit organization or institution
- University degree (or equivalent) in Human Resources, Business or Public Administration, NGO Management or related fields with a strong focus on Human Resources and/or Finance
- Proficiency in MS Office, email and database programs
- Excellent command of German and English
- Self-motivation, pro-active attitude, good interpersonal skills.
- Good problem solving skills and solution oriented approach. Ability to remain calm, cool and collected in stressful situations and under changing priorities.
- Well organized, accurate and very attentive to details. Take ownership of activities and responsibilities.
- Assertiveness, reliability and respect of required confidentiality
- Interest in international collaboration and sustainability
The position is available from November 2017 at the ICLEI World Secretariat in Bonn, Germany. The duration is initially planned for 2 years with an envisioned long-term perspective. The Head of Administration and Human Resources, will be supervised by the Executive Director (Human Resources) and Deputy Executive Director (Administration).
ICLEI is offering a cost compensation of 48,000-52,000 EUR before tax and social insurance fees, with the final salary to be determined based on the chosen applicant’s skills and experience.
- Workings hours: 40/week, 30 days of paid leave per year.
- Working languages: English, German
- Due to legal requirements, applicants must be eligible to obtain an appropriate work permit for Germany prior to the start of the position.
By email to [email protected]. Please include “Head, Administration and HR” in the subject line and send us:
- A letter of motivation
- Your recent CV (3 pages at most)
- Indication of possible start date
- Indication of citizenship (and if non-EU, whether you are holder of a work permit for Germany)
Please note that applications received after the deadline cannot be considered.
In order to support the evaluation via interview, shortlisted candidates will be required to undergo a written test relevant to the job content prior to the interview.
Kindly note, that applications are reviewed continuously upon arrival therefore submitting your application as soon as possible is advisable.
The ICLEI World Secretariat shall only contact those applicants shortlisted for this position.
Application Deadline: 31 October 2017