Administrative Assistant

The European Forest Institute (EFI) is an international organisation with 30 member countries and around 130 Associate and Affiliate member organisations. EFI undertakes forest-related research and provides policy support at pan-European and global levels.

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EFI’s headquarters are in Joensuu, Finland, with offices in Barcelona, Bonn, Edinburgh and Rome, and a project office in Kuala Lumpur, Malaysia under its Global Partnerships Unit. EFI has approximately 180 staff members and an annual turnover of over EUR 30 million.

About the role

EFI is seeking an Administrative Assistant to join the Internal Support Team of the Global Partnerships Unit. The team supports the efficient use of funding and ensures the smooth administration of unit operations and programmes.

This position has a particular focus on travel coordination and related administrative processes within a dynamic, international environment.

Key responsibilities

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• Assist with visa applications, travel planning, flight bookings, and supporting the expense and travel claims process.
  
• Process travel claims and maintain 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 organisation of meetings and events.
  

Employment conditions

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• Duty station: Barcelona, Spain
  
• Contract type: Fixed‑term contract
  
• Contract duration: Two (2) years, with possibility of renewal subject to funding and performance
  
• Working time: Full‑time (100%)
  
• Expected start date: To be agreed
  

Essential qualifications

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• Minimum of 2 years working experience in a similar position.
  
• Bachelor’s degree in a relevant field.
  
• Capacity for initiative, service attitude and track record of pragmatic problem-solving skills.
  
• Excellent organizational skills.
  
• Ability to work under pressure and be flexible as part of a small team.
  
• Demonstrated ability to work in multi-disciplinary teams in multi-cultural environments.
  
• Professional proficiency in written and spoken English, Spanish and French.
  

Desirable qualifications

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• Experience with development cooperation projects and procedures is an asset.
  

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

EFI is committed to preventing sexual exploitation, abuse, and harassment (SEAH). xghoner All positions are subject to safe recruitment procedures as outlined in EFI SEAH Policy.

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