Administrative Officer focusing on events and travel

The European Forest Institute (EFI) is an international organisation with 30 member countries and around 130 member organisations. EFI’s headquarters are located in Joensuu, Finland. EFI has several offices across Europe, including in Barcelona, Spain and under its International Partnerships Facility a project office in Kuala Lumpur, Malaysia.

The International Partnerships Facility (IPF) of EFI is a global centre of knowledge and expertise that supports policy and governance reforms to safeguard the world’s forests. It promotes sustainable forest and land use to help protect and restore forests and maximise their role in green economic growth, climate change mitigation and poverty alleviation. It also fosters legal, deforestation-free and sustainable commodity production and trade.

Tasks and responsibilities

The Administrative Officer will be part of the Internal Support Team within the International Partnerships Facility. This team plays a key role in ensuring the efficient use of funding and the effective administration of the facility’s operations and various programmes.  This position will primarily focus on supporting processes related to events and travel arrangements.

The main responsibilities of the Administrative Officer will include:

·       Coordinating logistical arrangements for meetings and events across countries and programmes where the IPF is active, such as Côte d’Ivoire, Ghana, Cameroon, and the Republic of Congo, among others

·       Managing framework agreements with service providers responsible for organizing events in these countries

·       Overseeing the financial follow-up of meetings and preparing related reports for donors.

·       Assisting with visa applications, travel planning, flight bookings, and supporting the expense and travel claims process.

·       Processing travel claims and maintaining an overview of the Facility’s travel schedules and associated expenses.

·       Providing user support and training to team members at the Barcelona office on the use of travel management software.

·       Handling practical and administrative tasks related to the organization of meetings and events.

Duty Station

The Administrative Officer will be based at the EFI’s office in Barcelona, Spain.

Employment Conditions

The Administrative Officer will be an EFI staff member.  The initial duration of employment will be two years including a six-month probation period. EFI offers a competitive benefits and salary package.

Interested candidates are requested to send (in English) a CV including copies of academic degree certificates/diplomas with a motivation letter by 15th August 2025 23:59 CET using our online application form.

For more information about the position, please contact Ms. Niina Verkerk, email: niina.verkerk@efi.int.

EFI is an equal opportunity employer.  All applications will be treated confidentially.

Qualifications

·      At least 4 years working experience in a similar position

·       Bachelor’s degree in relevant field

·       Proven initiative, strong service orientation, and a track record of pragmatic problem-solving.

·       Excellent organizational and time management skills.

·      Demonstrated experience working in multi-disciplinary teams in multi-cultural environments.

·      Familiarity with development cooperation projects and procedures is an asset.

·      Professional proficiency in written and spoken English and French.