MAIN DUTIES AND RESPONSIBILITIES
1) Assistance to EURO Director:
• Serves as the first point of contact for the EURO Director for internal and external parties;
• Manages the Director’s daily schedule and office task list;
• Arranges the Director’s meetings, ensuring agenda and documentation are made available and distributed in a timely manner;
• On a needs’ basis, acts as rapporteur and prepares and distributes minutes/updates; monitors follow-up actions as required;
• Undertakes and effectively organizes the Director’s participation in all events related to IUCN’s work
• Makes logistical arrangements for internal and external meetings of the Director;
• Responsible for the Director’s travel arrangements, prior and after travel (TA, transportation, visa, accommodation, itinerary, briefing book, Daily Subsistence Allowance, expense claims, STO and BTOR);
• Drafts letters and memoranda for final approval and signature by the Regional Director;
• Reviews and logs all incoming correspondence to ensure timely action on delegated items;
• Maintains and updates contact lists and archives and ensures the general efficient functioning of the Regional Director;
• Prepares invoices, payment requests and expense claims for the Director cost center and manages petty cash;
• Prepares informal translations from/to English to/from German;
• Other duties as may be required.
2) Office Management
• Manage the facility of the IUCN in Bonn;
• Serve as the focal point for German authorities and partners;
• Liaise and interact with German Government and local authorities on the IUCN operation in Germany;
• Ensure that insurance and security is in order;
• Regularly update office regulations and guidelines and keep the Bonn staff up to date;
• Ensure sufficient office supplies;
• Coordinate and supervise logistics for meetings and events in Bonn;
• Prepare office seating plans and ensure office space optimization;
• Organize office cleaning and maintenance;
• Perform other duties related to the facility management, as required.