Office Coordinator and PA | WWF

Office Coordinator and PA

Posted on
11 January 2018
WWF launched a new strategy that harnesses the strengths of the WWF network in a shared vision, focussing on six major goals - water, wildlife, the ocean, climate and energy, forests, and food – and three key drivers of environmental problems – markets, finance and governance.
In support of this strategy WWF undertook a redesign of its international secretariat that will further unite WWF offices and its near 6,400 staff around the world. This will help WWF to build stronger partnerships across the world with government, business, civil society and individuals. Together, we will deliver on WWF’s ambitious goals.
We are recruiting the role of Office Coordinator and PA for our International Secretariat to help us achieve our new ambitious goals, and build a future where people live in harmony with nature.


WWF International office in Vienna

The Role:

To ensure the smooth administrative running of the Vienna Shared Service office and to provide PA support to the Finance Director WWF International and to 2 Board Committees and the Finance Community.

Main responsibilities:

Office Management (30%)
  • Ensuring all office operations run smoothly, ensuring a well-functioning, efficient and harmonious office for all Vienna hub employees (including non-International Finance staff)
  • Supervision of all office security arrangements, training staff as required and ensuring all relevant security requirements are followed
  • Ensure that staff are fully supported and that work areas and equipment are safe and pose no risk to health and safety and compliance with all relevant workplace health & safety legislation.
  • Responsible for inducting new employees in all relevant office, security and Health and Safety procedures
  • Liaising with landlord and suppliers including cleaners, DHL, buying office supplies as required
  • Day to day supervision of operational IT requirements (eg Network connectivity, printers), liaising with International IT support as required (individual employees are still responsible for liaising with International IT support to resolve their own IT issues)
  • Organise International employee meetings as required (ie when International wish to use  Vienna hub as venue), organising hotel, transport, catering services
  • Draws up and implements office policies as required
  • Organising the shipping of documents as required
  • Maintains professional and technical knowledge by attending relevant workshops as required
  • Responsible for maintaining good establishment cost control through the year
  • Supports visitor attendance to the office, including meeting and greeting as required
  • Assistance to the Finance Director International (20%)
  • Assists the Director of Finance with scheduling meetings, organising travel, and other administrative tasks including the organising of visas
  • Assistance in the area of Carbon usage tracking and reporting
  • Takes on ad-hoc projects and performs other duties from time to time in support of the Director of Finance
Finance & Investment Committee (20%)
  • Responsible for all meeting logistics, issuing papers and liaising with participants as required
  • Takes the minutes and arranges for their approval by Committee chair
  • Drafts summary papers from the Committees to the International Board
Finance Community (30%)
  • Organises meetings of the community leadership team, both virtual and physical, and coordinates the preparation of background documentation and presentation materials
  • Organises regular virtual meetings of the entire community and coordinates the preparation of background documentation and presentation materials
  • Takes and prepares minutes of all leadership team and full community meetings
  • Maintains the database of finance community members and other useful information about the community members to enable quick and easy interaction
  • Maintains any intranet or other work sites dedicated to the finance community, including the repository of Network Standards and recommended best practice
  • Organises the annual finance conference that brings together the finance leads from each of the Network offices, including logistics of the venue and coordination of the preparation of background documentation and presentation materials

Required Qualifications, Skills and Competencies:

  • Excellent English and German language skills (German ideally B2 or above)
  • Experience of managing an office
  • First class organisation and communication skills, coupled with diplomacy
  • Proactive, constructive and inclusive personality;
  • Proven interpersonal and people-management skills
  • First class minute taking skills ideally in English
  • Project Management skills could be advantageous
  • Demonstrates WWF behaviours in way of working: Strive for Impact, Listen Deeply, Collaborate Openly, Innovate Fearlessly;
  • Adheres to WWF’s values: Knowledgeable, Optimistic, Determined and Engaging.

How to apply?

Upload your covering letter and CV on LinkedIn as one file. We will not accept applications without CV and Covering Letter.
Appliants must be currently located in Vienna area.
Salary: around 32’300 € gross per year

Deadline for applications: 1st February 2018
WWF is an equal opportunity employer and committed to having a diverse workforce.
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