Events and Administration Officer

Climate Action Network (CAN) is a global network of more than 1,900 civil society organisations in over 130 countries driving collective and sustainable action to fight the climate crisis and to achieve social and racial justice.

CAN members work to achieve this goal through information exchange and the coordinated development of NGO strategy on international, regional and national climate issues. CAN has regional and national network hubs that coordinate these efforts around the world. The ideal candidate will have a passion for online engagement,

Do you consider yourself an agent of change? Are you passionate about fighting for climate, social and racial justice? Are you willing to bring about change in society and work hard and with long hours, when needed? If yes, then this role is for you. We believe in the wellbeing of our team members and provide them all necessary care and support, as they dedicate themselves to the cause for climate justice.

Ihre Aufgaben

The CAN International Secretariat is looking for an Events and Administration Officer who loves organizing and coordinating events. The Events and Administration Officer will work with the Operations Department to help support the CAN Network by coordinating Event logistics, and assisting with Procurement of goods and services, and general organizational development.

The role will be completely remote and will include close coordination with the Operations and IT Coordinator and the Senior Executive Assistant., Events Planning and Support:

• Leads and coordinates operational planning of events and supports the team and network in successfully implementing internal and external conferences, meetings, and other convenings, including logistics (locating accommodation, arranging catering, securing venues, and making arrangements with other service providers and contractors), participant management, assisting with financial management of the event, and other tasks as needed.

• Assist with the Funded Participants process.

• Facilitates and provides support to the internal team regarding their event-related logistical needs, which includes, but is not limited to locating accommodation, arranging catering, securing venues, and making arrangements with other service providers and contractors.

• Acts as the lead on UNFCCC sessions (e.g., COPs) operations and logistics including assisting with coordination of network activities, strategy sessions, providing support to Fossil of the Day awards, newsletter/ECO printing and distribution, etc.

• Facilitates various accreditation processes for team and membership.

• Assists in long-term planning, reporting, and implementation strategy for the Operations team.

• Assists in budgeting and forecasting for the Operations team.

• Support with travel arrangements for staff e.g., visa letters and accommodation confirmation letters or order, etc.

• Other tasks as assigned by the line-manager as appropriate.

  Administrative Support:

• Assist across organization with administrative needs.

• Assist with cross-team documentation related to finances and expense approvals.

• Support and back-up for other members of the Operations team.

  Procurement

• Accountable for the compliant procurement of venues, meeting supplies etc. according to the procurement policy

• Organise purchases of supplies and services as required. Ranging from supplies for events to interpreters for various needs.

• Liaison with external suppliers

• Ensure proper documentation of supply chain processes.

• Maintain procurement tracker for all procurement.

• Maintain Asset Register

Ihr Profil

University degree in relevant fieldor relevant vocational training, e.g., events management

• At least 3-5 years of experience working in a relevant field, preferably in event management, specifically in logistics and large events that include travel;

• Experience in procurement

• Strong number skills and experience (basic accounting)

• Experience working in a network or collaboration of NGOs is strongly desired.

• Experience of having worked in civil society and NGO network structures is a strong asset.

  Job-related skills/abilities:

• Excellent logistical coordination skills, especially in organizing meetings/conferences/workshops

• Excellent attention to detail

• Ability to work independently in a remote office environment.

• Ability to meet deadlines and work in high pressure environments.

• Strong interpersonal skills

• Very strong organizational and time management skills: Ability to prioritize, adjust workload, juggle multiple assignments and meet or exceed deadlines, and willingness to work under time constraints and pressure;

• Strong communication skills and experience especially in communication with service providers and meeting participants

• Cross-cultural sensitivity, patience and ability to work effectively in different socio-cultural contexts;

• Reliable team-player mentality with the ability to work independently and proactively;

• Problem-solver mentality, with the ability to adapt seamlessly to changing priorities, enforce regulations, and deadlines;

• Ability and willingness to work remotely with your own setup;

  IT Skills:

• Advanced knowledge of: Microsoft Office, Google Drive, Drupal CMS, social media and Skype.

  Other:

• Ability to effectively communicate in written and spoken English; Other language skills will be a bonus.

• Reliable internet access.

• Strong identification with CAN's values including but not limited to transparency, honesty, inclusiveness, empathy, solidarity and respect.

• Ability to travel internationally up to 20% of the time, and for extended periods of time (typically trips of 2-3 weeks at a time).