Office Assistant (Part-time)
Global Water Partnership Organisation Gwpo / Backofficejobb / Stockholm
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hela Sverige Visa alla jobb hos Global Water Partnership Organisation Gwpo i Stockholm JOB TITLE: Office Assistant (Part-time)
REPORTS TO: Executive Assistant
TEAM MEMBERS: Executive Secretary Office
LOCATION: Global Secretariat, Stockholm
ELIGIBILTY: Swedish Nationals or legally resident in Sweden at time of application
SALARY: EUR1,029 - 1,695 net monthly plus a good benefit package.
SALARY CATEGORY: E1
BACKGROUND
The Global Water Partnership (GWP) is a worldwide network and an intergovernmental organization, which supports countries to implement more equitable and sustainable management of their water resources through building partnerships at local, national, regional, and global level. Created in 1996, the network now spans over 80 Country Water Partnerships within 13 Regional Water Partnerships, with a Global Secretariat (GWPO) in Stockholm, Sweden. For more information:
www.gwp.orgSCOPE OF THIS POSITION:
The Office Assistant facilitates the work within the Executive Secretary's Office and provides support to the Finance, HR, IT, Legal and Administration (FHILA) Unit through the provision of administrative support, arrangement of activities/meetings and general office logistics. The Office Assistant also provides day-to-day administrative services as required; monitors office service agreements, initiates, and oversees the procurement of such services as needed; and coordinates the maintenance of a secure and well-functioning work environment.
SPECIFIC DUTIES
Administration, Meeting & Travel Arrangements
Support the Office of the Executive Secretary with day-to-day services as required, such as:
Support the Executive Assistant with administrative services for the GWP Chair, Executive Secretary and the Steering Committee
Support the planning and logistics of various meetings, GWP institutional meetings such as Steering Committee, Sponsoring Partners, Financing Partners, Consulting Partners, and Regional
Human Resources
Support the HR office in ensuring the timely registration and de-registration of internationally recruited staff at the MFA as well as in the Swedish population register and maintain records of internationally recruited staff on their residency in Sweden.
Facilities and vendor management
Coordination and liaison with vendors, service providers and suppliers:
Liaison for office maintenance; office supplies; relocation; renovations/refurbishments; office ergonomics; health & safety; security and fire safety measures; key card access
Support with preparation/updating contractual agreements with vendors and service
Oversee the procurement process for office services including:
Selection of appropriate suppliers, contractors, comparing and evaluating offers
Negotiate contract terms, pricing when required and register new vendors onto NAV/ERP
Order office supplies, materials, and replenishing stock in a timely manner
Prepare and submit monthly office expenditures reports.
Filing and archiving office services supplier contracts and administrative documents
Efficient distribution of mail and deliveries
Additional tasks relevant to the position as assigned by the CFAO
QUALIFICATIONS AND EXPERIENCE:
High school Further studies within administration an advantage.
At least 1 year of experience working in an administrative/assistant
High level of proficiency in planning and organizing work tasks and meetings, valuing accuracy, timeliness, and attention to detail.
Excellent communication skills, both oral and written, including information handling, with high integrity given the sensitivity of some of the matters handled.
Ability to work independently at times under time pressure and tight schedules.
Excellent interpersonal skills and ability to maintain harmonious working relations at all levels, coupled with the ability to work in a small culturally diverse environment.
Excellent command of both written and spoken English, working knowledge of Swedish.
Highly service minded
Experienced user of MS Office
COMPETENCIES
Professionalism: Strong service orientation. Demonstrating/safeguarding ethics and integrity. Demonstrates self-development and initiative-taking. Experience from and ability to work in a multi-cultural and international environment based on mutual respect and tolerance. Ability to exercise good judgement, discretion, and tact in handling sensitive issues.
Planning and Organising: Excellent organisational and task management skills, with appropriate attention to details and ability to prioritise work among competing demands under tight deadlines. Ability to thrive in a fast-paced work environment where adaptability is essential.
E-literacy: Excellent e-skills, including the ability to use modern office technology and related software. Practical knowledge of word processing, spreadsheet, and presentation software is required. Ability to do internet research, compile information and find solutions online to information gaps is essential.
Teamwork: Support colleagues, contribute to team culture, and share responsibility for decision-making and results. Places team agenda before personal agenda. Supports and acts in accordance with final group decision; shares credit for team accomplishments and accepts joint responsibility.
Personal: A sense of humor. Love for nature, its beauty, and its resources. Willingness to 'get the job done' with a positive attitude to take on a wide range of tasks.
Learning: Actively contribute to building a learning culture by modeling good learning practices and supporting others in doing so
PLEASE NOTE
Applications must be submitted in English only and only via the online application system
Email applications will not be accepted
Maximum 2-page CV and 1-pagecover letter (required) describing how your experience, qualifications and competencies match this position.
Only short-listed candidates will be contacted within 2-3 weeks after the application deadline.
Questions can be directed to
hr@gwp.org.
Professionals with a background from and/or working in Asian, African, Eastern European, Latin American, or Middle Eastern countries are encouraged to apply.
Så ansöker du Sista dag att ansöka är 2023-06-12
Klicka på denna länk för att göra din ansökan Email applications will not be accepted
E-post:
hr@gwp.com Omfattning Detta är ett deltidsjobb.
Arbetsgivare Global Water Partnership Organisation Gwpo,
https://www.gwp.org/ Linnégatan 87 D (
visa karta)
115 23 STOCKHOLM
Jobbnummer 7798479
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