The Secretariat of the Global Biodiversity Information Facility (GBIF) located in Copenhagen is looking for an Administrative Assistant to assist the Secretariat with its main administrative tasks.
Application deadline: 12 January 2025
Start of interviews: mid- to late January
Estimated start of contract: March 2025
Duration of contract: three (3) years, with possibility of renewal
The incumbent’s primary initial responsibilities will cover a variety of day-to-day tasks including (but not limited to):
- Assistance with travel arrangements, primarily booking flight tickets, also including hotel bookings, airport transfers, travel reimbursements, etc. for staff and external visitors and for invited guests at GBIF organized meetings and events
- In collaboration with the GBIF Communications & Events Coordinator, offer assistance with meeting and conference logistics at external venues and for in-house meetings, such as for the GBIF Governing Board, Committee meetings and scientific conferences, including the preparation of agendas and other meeting documents, capture of minutes, as well as general logistical support and preparation
- Assistance with meeting logistics at internal Secretariat meetings, i.e. setting up meetings and participating and taking minutes, as required
- Assistance with the administrative tasks related to service contracts, i.e. sending reminders re: deadlines and preparing payment requests
- Assistance with management of GBIF Participants status, i.e. tracking reminders and participation requests, as required
- Assistance with updates to the GBIF website, internal databases, spreadsheets and other documents
- Assistance with ordering of office stationery/equipment and refreshments
- Assist Programme Officers and other Secretariat staff with administrative tasks related to their work areas
- Assistance with general administrative support, as required
Required skills and experience
- Educational background in office administration, and/or at least two (2) years of experience in a similar position
- High proficiency in both Danish and English (spoken and written)
- Good IT skills, experience with MS Office applications
- Ability to work independently and as part of a team
- Capable of working in a structured setting while adjusting to time-sensitive demands
- Ability to work with a diverse, international group of people within the Secretariat and across the GBIF global network
Preferred skills
- Experience with travel booking and meeting logistics
What we offer
- A versatile job in an international environment
- A competitive remuneration package
- In-house training in GBIF’s system and processes
- Most importantly, we offer the chance to contribute significantly to an international effort to build and run the global web platform for open biodiversity data
Contract and remuneration
The contract is for an initial period of three (3) years with the possibility of extension. GBIF salaries are competitive and are exempt from Danish income tax, under the GBIF host agreement with Denmark. This position is in the GBIF General Service category and has been locally advertised. Applicants are therefore expected to have a valid work and residence permit for Denmark.
Application procedure and deadline
Applications for the position must include:
- A motivation letter addressing your experience and qualifications for the job
- Your curriculum vitae
Candidates must submit applications in English via email to Adminjob2025@gbif.org by 12 January 2025.
Please indicate in the application where you saw this advertisement.
Enquiries concerning the position can be addressed to Head of Administration, Anne Mette Nielsen, and the HR Manager, Susanne Sheldon, at Adminjob2025@gbif.org.
Interviews for the position are expected to take place in the last two weeks of January 2025. The interviews will be conducted in both English and Danish. Expected start date for the incumbent is March 2025 or soon thereafter.
GBIF—the Global Biodiversity Information Facility—is an international network and data infrastructure funded by the world’s governments and aimed at providing anyone, anywhere, open access to data about all types of life on Earth.
GBIF is an equal opportunities employer and accepts applications without distinction on the grounds of gender, colour, racial, social or ethnic origin, genetic features, language, religion or belief, political or any other opinion, membership of a national minority, property, birth, disability, age or sexual orientation, marital status or family situation, or any other status. Staff are recruited on the broadest possible geographical basis.