Administrative Assistant

Job description

Up to 6 months fixed contract / part-time (0.6 FTE)

*Exact contract duration to be determined, project is expected to run until end of 2023.

*Applicants applying on a secondment basis must seek approval from their line manager before applying.

Start date: as soon as possible, we are going to review and interview applicants on a rolling basis, so please do not wait until the deadline to apply.

Location: The successful candidate may be based in a country where one of the independent National/Regional Greenpeace organisations (NRO’s) is located. See the locations here**.** [Please note that we are currently unable to host new staff in a number of NRO's at this present time, due to various restrictions. We are unable to support hosting in the US, in addition to some other NRO locations. The recruitment team may reach out to you to provide an update as necessary, depending on your location]. We offer competitive NGO level salary and benefits, the specifics of which depend on location where the successful candidates will be based. We aim to share this information with candidates before reaching the offer stage.

Greenpeace International in the Political, Business & Peace Unit (PBPU) is seeking an Administrative Assistant to join the team. Reporting to the Unit Coordinator, the assistant will provide day to day administrative support to the Coordinator and to the team. For the first 3 months the main focus will be to support the Coordinator in the phase back in from extended sick leave, while in the second part of the contract the main focus will be to support the Coordinator and the team for the transition to the new structure, with specific attention to guarantee proper transition of info and documentation. In addition, they might be asked to support other pieces of work and projects.

Your duties will include:

Administrative support

• Deal with subscriptions, payments and other Finance-related matters;
• Assist Coordinator with budget review;
• Assist Coordinator with service agreements and freelance contracts;
• Point of contact for the team for IT matters;
• Make sure that Coordinator and team are updated on all Org Support-related matters.

Logistic support

• Make travel & accommodation arrangements for the team in case of meetings / events (i.e. team retreat); if needed, liaise with the Duty of Care team.

Support for update and maintenance of internal systems

• Assist with preparation of team calls, other scheduling and maintenance of team calendar;
• Assist Coordinator and Unit Head for update and maintenance of signon email account and Greennet page;
• Assist Coordinator for update and maintenance of PBP Shared Drive filing and archiving system and of PBP Greennet pages;
• Assist Coordinator for the maintenance of Political Calendar, Community Database and Corporate Database.

Others

• Potentially work on PBP newsletter
• Assist Coordinator and other team members on specific requests

Job requirements

What we’re looking for:
Remember no one has every skill or experience needed for this role and you’ll have the opportunity to learn a lot from the team. We believe someone who has a few of these is well suited to exceed in this role:

• Fluency in spoken and written English

• Strong organisational skills

• Strong interpersonal skills

• Digital literacy

• Experience in administrative support

• Strong time management skills

• Good collaboration and communication skills

• Demonstrable support for and belief in Greenpeace’s core aims and values.

What you can expect:

You’ll be encouraged to develop both personally and professionally, taking advantage of the wide range of learning and development opportunities available to our staff. Staff can also access our wellness initiatives, such as yoga and meditation and also have the opportunity to join our global Equity, Diversity & Inclusion staff communities.

Please click HERE to visit the careers site, to learn more about working for Greenpeace.

Our values:

Greenpeace is a global campaigning network. It comprises 26 independent national/regional organisations, and a coordinating organisation, Greenpeace International. Greenpeace uses peaceful, creative confrontation to expose global environmental problems, and develop solutions for a green and peaceful future.

Our goal is to ensure the ability of the earth to nurture life in all its diversity. That means we want to:

• protect biodiversity in all its forms

• prevent pollution and abuse of the earth’s ocean, land, air and fresh water

• end all nuclear threats

• promote peace, global disarmament and non-violence

To Apply

If you share our vision, please click 'apply for this job' below, to begin your application.

To apply for this role, we require you to answer a selection of key criteria and upload your CV (in English) via our online application form.

Addressing the key criteria is an important part of your application. We will be looking for evidence that demonstrates your skills and experience in these areas. Use examples where possible, to draw attention to experience, knowledge, achievements and skills gained in past employment or voluntary/leisure activities, provided they are relevant to the post.

It’s advisable to prepare your responses to the key criteria before starting your online application, as you are unable to save and return to it at a later date.

If you have any questions about this vacancy or the application process, please email us at recruitment.int@greenpeace.org. Please note that all applications have to be filled out via the website and can't be submitted via this email.

Greenpeace International is an equal opportunity employer with a longstanding commitment of providing a work environment that respects the dignity and worth of each individual. We recognise and value the benefits and strengths that diversity brings to our employees and the whole organisation and we thrive in an environment that encourages respect and trust. We do not discriminate in employment opportunities or practices on the basis of age, ancestry, citizenship, colour, disability, ethnicity, family or marital status, gender identity or expression, national origin, political affiliation, race, religion, sex, sexual orientation and would like to invite you especially to apply!

CLOSING DATE: Sunday 4th June 2023, 23:59 (CEST)