Administrative Officer

ICO - International Coffee Organization

Administrative Officer

ICO - International Coffee Organization

London, United Kingdom

VA-4/19
Grade Level: P-01/P-02
Department/Office: Finance and Administration Division
Type of contract: Fixed-Term-Locally Recruited (1 year with possibility of extension)
Estimated Start Date: As soon as Possible
Closing Date for Application: 20 December 2019

About the International Coffee Organization

The International Coffee Organization (ICO) is an intergovernmental body, set up in 1963 under the auspices of the United Nations, responsible for implementing the International Coffee Agreement (2007) to strengthen the global coffee sector and promote its sustainable development in economic, social and environmental terms.

The ICO provides a unique forum for the global coffee community, working actively with its Member governments, international organizations, the private sector and all other stakeholders to address the challenges and opportunities facing the global coffee community, including the development and implementation of strategies to enhance the livelihood and the capacity of local rural communities and smallholder farmers to benefit from coffee production.

The ICO Five-Year Action Plan 2017-2021 which identified as strategic goals: I. Delivering world-class data, analysis and information to the industry and policy-makers; II. Using the Organization’s convening power to provide a forum for dialogue between and within the public and private sectors; and III. Facilitating coffee sector development projects and promotion programmes through public-private partnerships.

ICO Member Governments represent 98% of the world’s coffee production and two-thirds of world consumption, providing a unique forum for the global coffee community.

The position is established within the framework of ICO’s Five-Year Action Plan, with a particular emphasis on communications activities and event management related to the Secretariat function of the ICO.

Responsibilities

DUTIES AND RESPONSIBILTIES

Responsible to the Head of Finance and Administration and within the framework of the delegated authority, with the delegated authority, the incumbent is responsible for the day-to-day management of ICO offices and Human Resource matters, including but not limited to:

General Administration

  1. Providing or ensuring the provision of efficient administrative and secretarial support to the Head of Finance and Administration on the various aspects of researching suitable external conference and meetings facilities, and dealing with contract reception, security and office maintenance and cleaning services of the office; planning and allocating office space, furniture and equipment for new/temporary staff, consultants and visitors; analysing procurement requirements for non-consumable supplies, such as office equipment, furniture and others consumables; office inventory control; dealing with first-aid and health and safety, and with other tasks such as maintaining the “kitchen” and supplies availability, submitting proposals and/or final correspondence, contracts and forms to Head of Finance and Administration for clearance and/or signature;
  2. Supporting the organization of regular meetings of the International Coffee Council and its advisory bodies, including travel, insurance and visa arrangements for delegates, speakers and other attendees;
  3. Contributing to the development of the budget of the Organization, in close collaboration with the Head of Finance and Administration and the Head of Operation, by researching and obtaining background information and discussing their needs with Heads of Sections and staff, as appropriate;
  4. Preparing all correspondence related to contributions; acknowledgement of contributions and reminders, as appropriate.

Human Resource

  1. Closely collaborating with Head of Finance and Administration, contributing to the administration of ICO human resource policy; recruitment of staff, including temporary staff contracts; maintenance of staff confidential records, including temporary staff and consultants; briefing new/temporary staff on administrative matters;
  2. Preparing contracts for interpreters, translators and interns, and related payroll for temporary staff and consultants;
  3. Establishing and maintaining liaison with UK Government bodies, diplomatic missions, UN and other international organizations and the private sector on all matters related to human resources policy and welfare of the staff, including research and preparation of all working papers and documents relating to human resource and office management;
  4. Administering the payroll for temporary staff and authorized overtime, verifying submissions and obtaining information, as required;
  5. Performing other related responsibilities, including ad-hoc tasks requested by the Executive Director and the Head of Finance and Administration, replacing and/or backstopping for others within and outside the section as required.

Level & Purpose of Contacts

Inside the Organisation:

Contacts with staff at all levels to provide advice and briefing on all aspects of administrative and human resources matters; to guide new and temporary staff, as well as consultants; to enlist cooperation and facilitate mutual understanding.

Outside the Organisation:

Contacts with a broad range of officials from Members countries and embassies, UK Government, London-based organizations, service providers to give and obtain information, advise of administrative and human resource matters and respond to queries.

Outside the Organization:

Based on instructions from Head of Finance and Administration or the Executive Director, contacts with a broad range of officials from Members countries and embassies, UK Government, London-based organizations, service providers to give and obtain information, advise of administrative and human resource matters and respond to queries.

Required Qualifications

Education & Experience

  • University degree in Journalism, Communications, Public and Business Administration, International Affairs, Development Studies, Languages or related field;
  • Proven experience in event management for the organization of conferences, seminars, workshops and similar events, preferably at an international level;
  • Highly articulate and literate in both the written and spoken word and able to communicate complex ideas, including policy, economics and statistical concepts, concisely and intelligibly to both a professional and a lay audience;
  • Outstanding editing skills, preferably with journalistic and media experience;
  • Experience of managing a communication function preferably in an international policy environment;
  • Experience in effectively managing promotion and outreach through websites and social media;
  • Experience in dealing with the private sector and in working in a multi-cultural environment is a strong asset;
  • Exposure/knowledge of coffee sector or other commodities as strong asset.

Language(s)

  • Excellent communications skills, both oral and written, in English (preferably as mother tongue). Fluency in at least one of the other official languages of the Organization (Spanish, Portuguese and French) would be an asset.

Specialised Knowledge

  • Initiative, methodical approach, tact, and innovation and creativity;
  • Ability to work under pressure and to strict deadlines, as well as to deal with confidential issues;
  • Strong ICT practical skills and knowledge of web applications and social media;
  • Ability to establish and maintain good working relations with staff and external contacts, including government representatives, diplomats, the private sector and the media;
  • This is a wide-ranging role, which demands considerable flexibility, imagination and organizational abilities;
  • Experience in dealing with the private sector and in working in a multi-cultural environment is a strong asset.

How to apply

Interested candidates are invited to submit their CVs to ED@ico.org, by 20 December 2019 at the latest, referring to this advertisement.

Posting period

No Fees

  • ICO does not charge a fee at any stage of its recruitment process (application, interview, processing, training or other fee). ICO does not request any information related to bank accounts.
Don't forget to mention EuroBrussels when applying.

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© EuroJobsites 2019

EuroJobsites is a registered company number: 4694396 VAT number: GB 880 9055 04

Registered address: EuroJobsites Ltd, Unit 8, Kingsmill Business Park, Kingston Upon Thames, London, KT1 3GZ, United Kingdom

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