Senior Officer and Officer, Global Projects Administration

ICLEI - Local Goverments for Sustainability
  • Location
    Bonn, Germany
  • Sector
    Non Profit
  • Experience
    Mid Career
  • Posted
    Dec 06

Position description

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 Global Projects team is a department within the ICLEI World Secretariat which takes care of the project management and implementation of several multi-country multi-million projects as well as the acquisition of further projects. The team consists of team members with technical and administrative backgrounds, who – by working together – ensure the sound management of such large projects. For the administrative team, we are now looking for suitable candidates to fill the following roles:


Officer, Global Projects Administration


Senior Officer, Global Projects Administration[1]


The successful candidates will be a part of the international ICLEI World Secretariat team based in Bonn, Germany and will be placed within the Global Projects team, with close relations to the Administration team.




Main responsibilities for the Officer, Global Projects Administration:

 Administrative project management, including:

·        Managing contracts, including creating, revising and advising on different kinds of contracts (project contracts, sub-grants, cooperation agreements, service contracts, etc.);

·        Preparing agreements, sub-agreements, sub-grants, amendments etc;

·        Ensuring proper handling and filing of project contracts and partners’ contacts;

·        Keeping an overview over all administrative processes, internal management requirements and deadlines of allocated projects;

·        Controlling and monitoring work procedures, internal rules and principles of the World Secretariat in regards to project management;

·        Supporting project leaders in diverse aspects of the administrative management of projects upon need;

·        Liaising with the Administration and Finance teams at the World Secretariat to ensure efficient project implementation in line with existing office and funder requirements;

·        Controlling of project budgets, financial reporting and payments to partners;

·        Supporting the Global Projects team and the Administration team in all necessary tasks.


The Senior Officer, Global Project Administration will in addition be responsible for:

·        Co-negotiating and clarifying contractual and funding conditions with funders, project partners, and sub-contractors, sub-grantees;

·        Setting up and supervising time plans for project implementation;

·        Setting up of project budgets and advising technical teams for their project budgets;


The Officer, Global Projects Administration will be responsible for:

Project acquisition and related processes, including:

·        Coordinating project acquisition and implementation processes, keeping an overview on all proposal processes in the World Secretariat

·        Supporting technical teams in proposal writing, in regards to administrative, contractual and financial matters, completing administrative forms, support the set-up of budgets etc.

·        Supporting the writing, editing and finalizing of project proposals and their coordination with partners

·        Contacting technical teams in the World Secretariat, Regional Offices and partners for their submission to project proposals


The Senior Officer, Global Project Administration will in addition be responsible for:

·        Supervise all activities related to project acquisition as mentioned above, support actively their implementation and their operational aspects


Main requirements for the Officer, Global Project Administration:

·        Minimum of 3 years professional experience in project administration, management or related field, preferably in an international organization or NGO

·        Completed apprenticeship, university degree or equivalent in NGO Management, Business or Public Administration, Urban Studies, Business Management, International Relations, legal studies or related fields 

·        Proficiency in MS Office, email programs

·        Excellent command of written and spoken English and good command of 1-2 further languages as an asset (especially German language skills will be considered an asset)

·        Experience with legal documents (e.g. project contracts) and budget management

·        Interest in international collaboration and sustainability


For the Senior Officer, Global Project Administration the following criteria apply in addition to those mentioned above:

·        Minimum of 5 years professional experience for the in project administration, management or related field, preferably in an international organization or NGO

·        Excellent command of written and spoken German and English


Behavioral competences:

·        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


[1]Depending on the availability of funds and the profile of the designated candidates, the level of positions will be allocated. It is envisaged to have one Officer and Senior Officer position filled.


Terms and conditions:

The position is available from mid-February 2017 at the ICLEI World Secretariat in Bonn, Germany. One position is planned until December 2019, another until December 2018. For both possible positions an extension of the contract is envisioned if performance and funding allows.

ICLEI is offering an annual salary between 37,500 and 40,000 Euro (Senior Officer) and 28,000 and 35,000 Euro (Officer) before tax and social insurance fees for the full-time position. The final salary will be determined based on the chosen applicant’s skills and experience.

-         Workings hours: 40/week, 30 days of paid leave per year for a full-time position.

-         Working language: English

Due to legal requirements, applicants must be eligible to obtain an appropriate work permit for Germany prior to the start of the position.

Application instructions

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