Office Manager

The Friends of the Earth International secretariat is looking for an:

Office Manager

0.5 fte – 18,75 hours

Friends of the Earth International

(FoEI) is the world’s largest grassroots environmental federation with more than 70 member groups around the world. Our vision is of a peaceful and sustainable world based on societies living in harmony with nature. We support the struggles of local communities affected by unsustainable development and advocate with them at national and international levels. We focus on four programme areas: climate justice and energy, forests and biodiversity, food sovereignty, and economic justice, as well as working on gender justice and internationalist solidarity.

FoEI’s decentralised structure allows all member groups to participate in decision-making. Our member groups are organised in regional structures and come together every two years for the General meeting of the federation. An elected Executive Committee with representatives from our groups oversees the work of a small International Secretariat in Amsterdam.

We are looking for an Office Manager to support the International Secretariat staff in their daily work.
The position
The Office Manager (OM) will be responsible for for the maintenance of the office and supporting staff with supplies and services. Approximately one year from now, we will have to leave our current office and find a new place in Amsterdam. Our team is a mix of local staff and staff working from abroad. Our local staff are partly working from home and partly in the office.

This position is to be carried out from the Amsterdam office.
The initial contract will be for one year to be renewed upon a positive evaluation
The OM will be part of our Support Team, led by the Operations Manager, providing support to staff in the Netherlands and abroad. Currently the size of our team is 15 persons in the Netherlands, and 9 persons working from abroad.

Responsibilities

The tasks include:

• Control the office management budget, which includes budget lines for rent, communications infrastructure, maintenance, insurances and office supplies.
• This includes research into new equipment and making sure supplies are well-stocked. [ICT is not part of this role]
• Contact person for the landlord regarding ‘’household affairs’’.
• Responsible for a pleasant and organized office space, for furniture, plants and laundry, and oversee the cleaning company.
• Oversee maintenance of office and equipment.
• Maintain an up-to-date calendar for internal meetings and events
• Take minutes at staff meetings.
• Create and update various overviews related to staff and internal communication: schedules, lists, protocols.
• Ensure any relevant contact information is entered into the FoEI central database.
• Oversee a volunteer for general inquiries from the general public.
• Coordinate translation of documents by a pool of translators.
• Assist the Events Coordinator with equipment needed for face-2-face meetings and in some cases provide support on the ground at events.
• Administrative tasks relevant to the position, e.g., writing manuals, archiving, ensuring event equipment availability and maintenance.
• Assist with the search for a new office space and coordinate the move of the office in 2025.
• Other secretarial tasks at request.

Requirements:

• Excellent command, both spoken and written, of English and Dutch. Basic knowledge of Spanish or French is a plus.
• Strong organizational skills and ability to respond to last-minute requests.
• Strong communication skills.
• Strong digital skills and experience with a variety of online tools.
• Experience with working in multi-cultural work environment.
• Affinity with FoEI’s vision and mission.
• Permission to work in the EU.

What FoEI offers:
We offer an opportunity to contribute to a better world and work for an inspiring international and culturally diverse network in an office with a small friendly team at a great location in Amsterdam. The contract hours can be spread over 3 or more days.

Full time salary between € 3,308,- and € 3,592,- gross monthly.
Contract duration: 12 months, to be renewed upon positive evaluation.
Start date: as soon as possible.
Participation in collective pension arrangement compulsory.
 
Applications

Please send your application, including motivation & resume to Wieke Wagenaar by email:
vacancies@foei.org
with ‘Office Manager in the subject field before 27 September 2024.
Interviews will be planned on October 17/18.
Checking references is part of the selection procedure.
Friends of the Earth International is an equal opportunities employer and committed to building a culturally diverse staff. We encourage applications from people currently under-represented in the environmental justice movement.

Please note that, in compliance with GDPR, we will keep your application in our protected files for a maximum of four weeks after the successful closure of this vacancy.

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