Junior Officer, Project Administration, Global Projects

Job Type

Full Time



Start Date


Application Deadline



Kaiser-Friedrich-Strasse 7


ICLEI firmly believes that sustainable cities are the foundation of a more just and sustainable world. We are doing our part to make sustainability an inextricable part of urban development and to embed a strong urban component in national and global sustainability policy. 

To support the Global Projects team we are offering the following position:

Junior Officer, Project Administration, Global Projects

The successful candidate will be a part of the international ICLEI World Secretariat team based in Bonn, Germany and will be placed within the Global Projects team.

The Junior Officer, Project Administration will mainly support the administrative management of three recently acquired multi-country, multi-annual projects, funded through the BMUB/International Climate Initiative.


Main responsibilities:

Support in administrative project management (70%), including:

·        Controlling of budgets

·        Preparation, and checking of financial project reports of the involved Regional Offices, other partners and/or subcontractors, as well as the World Secretariat as necessary, including payments to partners / sub-contractors

·        Contract management (project contracts, sub-grants, cooperation agreements, service contracts, etc.)

·        Support to project leaders in other aspects of the administrative management of projects upon need

Support in project acquisition and related processes (30%), including:

·        Support in the coordination of project acquisition processes, keeping an overview on all proposal processes in the World Secretariat

·        Support to technical teams in proposal writing, including administrative, contractual and financial matters, completing administrative forms, support the writing of budgets etc.

·        Support the writing, editing and finalizing of project proposals and their coordination with partners

General support:

·        Supporting project management compliance review processes, including taking over certain tasks that may go beyond those listed above

·        Upon need, supporting other tasks in the team or extended World Secretariat team.


Main requirements:

·        Minimum of 1 year of professional experience in project administration, management or related field, preferably in an international organization or NGO

·        Completed apprenticeship or university degree (or equivalent) in NGO Management, Business or Public Administration, Urban Studies, Business Management or related fields

·        Proficiency in MS Office, email programs

·        Excellent command of English


·        Excellent command of German

·        Experience with legal documents (e.g. project contracts)

·        Interest in international collaboration and sustainability

Behavioral competences:

·        Self-motivation, pro-active attitude, good interpersonal skills

·        Good problem solving skills and solution oriented approach

·        Ability to remain calm, cool and collected in stressful situations and under changing priorities

·        Well organized, accurate and very attentive to details

·        Take ownership of activities and responsibilities 

·        Assertiveness, reliability and respect of required confidentiality

Terms and conditions:

The position is available from 15 November 2018 at the ICLEI World Secretariat in Bonn, Germany. The duration is planned until 30 September 2019, with a possibility of extension. The Junior Officer, Project Administration, Global Projects will be supervised by the Officer, Global Projects.


ICLEI is offering an annual salary between 29.000 and 32.022 EUR before tax and social insurance fees for the full-time position. The final salary will be determined based on the chosen applicant’s experience.

-         Workings hours: 40h/week

-         30 days of paid leave per year (for a full-time position)

-         Working language: English

-         Due to legal requirements, applicants must be eligible to obtain an appropriate work permit for Germany prior to the start of the position.  

Professional Level

Entry level

Minimum Education Required

No requirement

How To Apply


By email to jobs.bonn@iclei.org. Please include “Junior Officer, Project Administration” in the subject line and send us:

·        A letter of motivation

·        Your recent CV (3 pages at most)

·        Indication of possible start date

·        Indication of citizenship (and if non-EU, whether you are holder of a work permit for Germany)


Please note that applications received after the deadline cannot be considered.

In order to support the evaluation via interview, shortlisted candidates might be required to undergo a written test relevant to the job content prior to the interview.

Kindly note, that applications are reviewed continuously upon arrival, therefore submitting your application as soon as possible is advisable.

The ICLEI World Secretariat shall only contact those applicants shortlisted for this position.

Deadline for application is 7 November 2018.