Specific responsibilities of the Director are to:

• Oversee the execution of the Work Programme and expenditure of the Budget;
• Present a staffing plan for the Secretariat with indicated staffing levels to the Governing Board for approval;
• Appoint the staff in accordance with the staffing plan and the procedures detailed in the Staff Rules;
• Supervise the work of the GBIF Secretariat and its staff, including consultants and seconded personnel;
• Prepare and submit to the Governing Board, not later than three months before the beginning of each financial year, a draft annual Work Programme and a Budget for the coming year, together with an indicative Draft Work Programme and a Draft Budget for the following two years; and
• Provide the Governing Board with an Annual Report on the Work Programme, including financial accounts, tasks achieved, tasks not achieved and any appropriate explanations, for approval.
• Represent GBIF as appropriate.

Specific responsibilities of the Deputy Director for Management and International Relations are to:

• be the main person in charge of the business aspects of the GBIF Secretariat;
• supervise the administrative staff of the Secretariat;
• oversee the day-to-day business and administrative activities of the Secretariat;
• work with the Director and the Chair of the Governing Board to organize Board meetings and to formulate and carry out GBIF’s administrative policies; (e.g. rules and regulations to be approved by the Governing Board);
• work with the Director to set up and oversee GBIF’s budgets, accounts, to ensure the annual audit of the Secretariat, and to produce the annual Financial Report to the Governing Board, taking into consideration advice from the Budget Committee;
• set up financial arrangements with current and new Voting Participants;
• work closely with the Director and with the Programme Officer for Outreach and Capacity Building in developing outreach plans for the GBIF Secretariat;
• work closely with the Director and the Chair of the Governing Board to develop fundraising plans for the Secretariat;
• be the major GBIF contact for international financial relations ;
• serve as the substitute for the Director of the Secretariat when the Director is away:
• serve as backup to the Director for representing the GBIF Secretariat at the international and, if needed, national levels;
• have the overall responsibility for GBIF’s relations with the Danish Ministry of Foreign Affairs, other Danish Authorities and the University of Copenhagen.
• report to the Director of the Secretariat.

The DDM heads the Secretariat’s Administration group, consisting of the ICT Support Manager, the Financial Officer and the Office Manager.

Specific responsibilities of the Head of Informatics are to:

• Lead and oversee the planning, development and operations of all GBIF Secretariat IT systems (internal systems as well as public web servers etc.) including planning budgets, workload and system coverage;
• Lead the development and delivery of informatics products and services, both internal and external in direct response to user needs;
• Introduce innovative thought-leadership to Informatics operations and product and service development;
• Liaise continuously with each of the other Secretariat Work Programmes/ Programme Officers to identify and ensure delivery of appropriate cross-cutting IT products and services to meet the needs of these programmes, their external stakeholders and overall GBIF stakeholders;
• Play a key role in Secretariat strategic planning, including leading development of IT-related aspects;
• Develop project plans (including budgets and timelines) and oversee management of projects for all IT-related activities to support GBIF commitments, including external contracts when IT work is outsourced, to ensure delivery is on brief, on budget and on time;
• Lead the development and coordination of Informatics-related policies within the Secretariat (security, software installation, use of IP addresses, hostnames, e-mail addresses, etc.) including plans for the maintenance and replacement of software and hardware used by the GBIF Secretariat;
• Supervise and manage the Secretariat Informatics staff (system administrators, programmers, web masters, etc.) and external contractors as per activities above, including all human resources, financial and administrative matters.
• Represent GBIF externally at relevant meetings, workshops and other fora as agreed through internal planning;
• Report to the Director of the Secretariat, including producing monthly Informatics Work Programme reports, annual budgets, staff needs etc.

• Develop and implement a strategic plan for completing ECAT by 2011;
• Identify and involve other relevant organisations devoted to completing taxonomic and nomenclatural domains within ECAT;
• Work with the taxonomic community and other key stakeholders, including relevant user groups, to establish partnerships and identify priorities for capturing relevant taxonomic information;
• Develop proposals to various funding sources for implementing those priorities;
• Oversee the development of web-based tools to aid in the entry of nomenclatural data into ECAT, the integration of disparate taxonomies, and the capture of information from published sources such as taxonomic monographs;
• Pilot the integration of ECAT with web-based taxonomy projects;
• Develop mechanisms for ECAT to incorporate alternate taxonomies and to link to phylogenetic information;
• Manage the review and funding of GBIF seed-money awards and other funding activities;
• Represent GBIF at relevant scientific meetings and conferences;
• Work with the other GBIF Programme Officers and other members of the GBIF community to integrate the data mediated by ECAT with all other aspects of GBIF; and
• Promote and enable the use of ECAT information and resources by relevant user groups and sectors.

• Works closely with the Subcommittee on Digitization of Natural History Collection Data to develop and carry out the work programme in this area, including:
  • Identifying ways to organize the digitization process and to speed it up;
  • Considering how to digitize and reference non-standard data, including photos, sonograms, field notes, etc.;
  • Prioritizing data entry to enable systematics research and repatriation of data from the developed to the developing world;
  • Analyzing the status of biodiversity knowledge;
• Identifies other relevant organizations devoted to digitizing of data and works with those organizations to ensure compatibility with GBIF’s work programme;
• Will have a deep understanding and broad experience in biological systematics, natural-history-collection practices and procedures, and biological informatics, and an extensive knowledge of existing and planned international activities devoted to digitizing of biodiversity data;
• Represents GBIF at relevant scientific meetings and conferences;
• Reports to the Director of the Secretariat.

• Work with the Subcommittee on Data Access and Database Interoperability to develop and implement the DADI work programme and budget
• Liaise with TDWG and other relevant standards development bodies (OGC, LTER, etc.) to establish data standards relevant to GBIF's work
• Coordinate relationships and interfaces between GBIF and other major international databases and networks to enable GBIF to act as a broker and integrator for biodiversity data resources
• Work with other GBIF Programme Officers and the GBIF Deputy Director for Informatics to define requirements for tools and best practices to enable data providers to connect their data to GBIF
• Coordinate the development of tools for data owners to make their data available across the Internet
• Work with other GBIF Programme Officers to identify potential new data providers and to provide technical assistance to data providers in making their data accessible to the network
• Act as a technical liaison to ensure that campaign developments are well integrated into the GBIF network and can deliver the expected information products
• Represent GBIF at relevant scientific meetings and conferences

Specific responsibilities of the Senior Programme Officer for Outreach and Capacity Building are to:

• work closely with the Subcommittee on Outreach and Capacity Building, the Director of the Secretariat, the Deputy Director for Management and International Relations, and the other Programme Officers to develop and carry out the work programme in this area, including:
• draft and implement GBIF's Strategy for recruiting new Participants
• identifying activities and opportunities to increase GBIF's presence, influence and outreach potentials
• enhancing visibility and influence with the biodiversity-related conventions and governments
• working on IPR issues
• planning and implementing workshops and other training activities;
• identifying other similar efforts with which GBIF can interact and for which it can provide leverage;
• representing GBIF at relevant events, scientific meetings and conferences, including the conservation community.

Specific responsibilities of the Programme Officer for NODES are to:

• Be the main contact point in the Secretariat for the NODES Committee and provide overall support to the NODES Chair and Vice Chairs.
• Together with the NODES Committee, propose effective mechanisms to address and implement the GBIF Work Programme in a timely and in a cost-effective way, and closely monitor activities of the Nodes via a regular reporting scheme.
• Advise the Nodes in overcoming obstacles and challenges in such areas as:
• planning and organisation,
• promoting the involvement of the scientific community,
• attaining greater financial support from governmental and other funding agencies,
• achieving greater visibility and recognition, and
• providing advice on technical matters and IPR considerations.
• Provide follow-up services when a new GBIF Participant joins, helping the Participant to take the right steps in setting up a node and establishing a data provider network.
• Develop and manage the GBIF mentoring programme for Nodes.
• Play a major role in the design, promotion, implementation and overseeing of the GBIF’s Capacity Enhancement Programme for Developing Countries (CEPDEC).
• Set up activities and mechanism to facilitate communication, cooperation and knowledge transfer among nodes.
• Act as the driver for the maintenance and enhancement of the Nodes' Guide and NODES elements in the GBIFS web site.
• Develop and foster proposals and campaigns to facilitate and support participation in GBIF with a focus on node development.
• Contribute to the development of GBIF-related national networks and regional initiatives.
• Working with the other GBIF Programme Officers and other members of the GBIF community to involve Nodes in the GBIF work programme.
• Representing GBIF at relevant scientific meetings and conferences.
• As appropriate, make a schedule of country visits based on identified needs of the Nodes.

Specific responsibilities of the Training Officer are to:

• Lead the assessment of training needs and opportunities across the GBIF network, including the identification of key training audiences and partners;
• Develop a Training Strategy which among others will include a portfolio of training modules, designed to assist GBIF members (including Nodes and widely disparate data providers and data users) to efficiently mobilise, make available, and use biodiversity data;
• Promote and establish partnerships at global, regional, and national levels to develop curricula, and facilitate training activities in biodiversity informatics, including the "train the trainers" approach;
• Coordinate the development, publication and updating of multilingual training tools and materials, particularly those enabling distance learning on a wide range of GBIF-related topics;
• Monitor impacts of GBIF training activities, and refine strategies / approaches in order to improve the contribution of these activities to GBIF's mission and goals;
• Actively engage in the implementation of GBIF's Capacity Enhancement Programme for Developing Countries (CEPDEC) training components in e.g. Tanzania, and the SEP-CEPDEC Project (for Francophone countries in Africa and Asia);
• Participate in the preparation of relevant components of fundraising plans and projects.

• Administers all Unix/Linux servers, their basic services such as DNS, DHCP, and Samba, and the network equipment.
• Provides support for users of Windows workstations.
• Installs and configures new equipment. Replaces defective hardware. Takes care of the server room.
• Ensures secure operation of the network, servers and services though the use of security tools, encryption tools, staff training, and documentation. Monitors system logs and activity on all servers. Researches common vulnerabilities as disclosed on the Internet, and assesses their impact on GBIF Secretariat network.
• Liaises with other GBIF staff and the host institution's technical staff as necessary for the above tasks.
• Supports developers by maintaining and configuring system services such as LDAP, CUPS, Postfix, Sendmail, Apache, Tomcat, PostgreSQL, FTP and acquired software (Livelink, Oracle).
• Administrates, verifies, and restores backups.
• Administers staff accounts and data on the email server and office file server.
• Researches new technologies and present recommendations and justifications on major hardware and software purchases.
• As the technical webmaster, maintains and develops functions for the GBIF web site and its linkages to other software.
• As graphic designer, creates concept designs for the web site and printed materials. Assists in maintaining a "unified" graphic view of all GBIF productions.
• Reports to the Deputy Director for Informatics.

• Administers all Unix/Linux servers, their basic services such as DNS, DHCP, and Samba, and the network equipment.
• Provides support for users of Windows workstations.
• Installs and configures new equipment. Replaces defective hardware. Takes care of the server room.
• Ensures secure operation of the network, servers and services though the use of security tools, encryption tools, staff training, and documentation. Monitors system logs and activity on all servers. Researches common vulnerabilities as disclosed on the Internet, and assesses their impact on GBIF Secretariat network.
• Supports developers by maintaining and configuring system services such as LDAP, CUPS, Postfix, Sendmail, Apache, Tomcat, PostgreSQL, FTP and acquired software (Livelink, Oracle).
• Administrates, verifies, and restores backups.
• Administers staff accounts and data on the email server and office file server.

• To monitor the status of indexer operations against data sets made available using the DiGIR protocol and Darwin Core data model or using the BioCASe protocol and the ABCD data model
• To assist data providers in resolving technical and content issues relating to the indexing of their data sets
• To monitor data validation reports generated during indexer operations
• To monitor user feedback from the Data Portal to data providers and to provide assistance as appropriate
• To respond to questions from data providers and users on the operation and use of the Data Portal
• To assist users in gaining access to data sets where appropriate
• To work with the data providers and the Data Portal development team to improve the fitness of use of GBIF data for end users
• To monitor usage of the Data Portal and to recommend improvements and enhancements to improve its usefulness
• To work with the Data Portal development team to identify and develop tools to simplify and automate administrative tasks
• Represent GBIF in development of relevant data standards (particularly TDWG interest groups)
• Represent GBIF as required at conferences and workshops.

• Design and implement components of the GBIF Data Portal (including regression test suites) and other biodiversity software tools
• Develop documentation for portal components
• Carry out defect analysis and produce corrective fixes for portal components
• Assist as required in the development of other Secretariat software tools and components.

The duties of the Programmer Assistant are:

• maintenance and improvement of the GBIF Data Portal interface (searching, browsing, and downloading functionalities);
• improvement of the existing distributed information retrieval and indexing system;
• development of new global discovery services (e.g. metadata, names, nomenclatures);
• development of new applications and services responding to a variety of scientific needs in close collaboration with expert communities (e.g. 2010 Biodiversity Targets, Climate Change, Invasive Species);
• management of existing and future core Secretariat services and databases.

• Provides the overall administrative support to the Secretariat
• First point of contact for external enquiries and visitors to the Secretariat
• Focal point for contact with the Ministry of Foreign Affairs and other authorities in Denmark and abroad concerning staff matters, such as contracts, residence and other permits, tax, health insurance, cars etc.
• Registers and monitors the insurance policies at the Secretariat, and is the main contact to the GBIF insurance companies
• Organises the participation at meetings for people supported by the GBIF supplementary fund, and for other GBIF meetings and events
• Assists with the preparation of GBIF award contracts
• Participates and takes minutes at GBIF internal management, staff, administrative and scientific meetings
• Drafts administrative documents, such as new staff instructions etc., and maintains such official basic Secretariat documents
• Registers and monitors the staff travel and leave
• Organises and manages travel arrangements for the Director and staff
• Monitors travel agent services, and is the main contact to travel agent
• Assists the Director in his daily work, including the handling of correspondence and preparing of presentations and meeting documents, as well as follow up actions from meetings
• Manages the Director's calendar, and the Secretariat's shared calendars
• Reports to the Director as his PA, and to the Deputy Director for Management as the GBIF Office Manager

• Uploads and maintains documents in the CIRCA system.
• Updates address database and roles lists in CIRCA.
• Uploads new items and updates existing items on GBIF portal.
• Uploads documents to and maintains the Livelink system.
• Helpdesk operator (CIRCA end users and misc. requests)
• Assists ICT group, including purchase and registration of IT licenses and hardware, and minute-taking at ICT meetings.
• Assists in GB meeting preparations (registrations and meeting documents) as well as GB meeting follow-up (finalization of meeting documents).
• Assists at GB meetings; document management.
• Scans and archives documents.
• Responsible for bulk mail out from the Secretariat.
• Assists the PR & Communications Officer
• Focal point for contact to print agencies and advertising companies.
• Other regular secretariat duties as assigned.
• Reports to the Deputy Director for Management and assist the Program Officers and Deputy Directors.

• Keeping GBIF's financial reports and liaison with Copenhagen University Financial Department
• Organization and logistics of international meetings.
• Making travel arrangements for GBIF staff and other individuals associated with GBIF.
• Taking notes and writing minutes of meetings.
• Preparing correspondence.
• Other regular secretariat duties as assigned.
• Report to the Deputy Director for Management and assist the Program Officers and Deputy Directors.

Specific responsibilities of the Programme Assistant are to:

• Organise international meetings and all associated logistics for international delegates.
• Organise and coordinate travel arrangements for the Programme Officers.
• Work with the Programme Officers and administrative staff to prepare materials for meetings and events.
• Finalise working group reports for printing, draft press realizes for PO’s.
• Assist with the preparation of GBIF award grants and contracts.
• Work with the Secretariat’s Admin Group to maintain and develop administrative systems.
• Participate in and takes minutes at GBIF meetings as required.
• Generally ensure the operational effectiveness of multiple scientific programme schedules.

Supports the Programme Officer for Nodes in the implementation of CEPDEC related activities, in particular regarding the two current CEPDEC projects (the pilot in Tanzania, and SEP-CEPDEC). Specific responsibilities include:

• Liaising with the CEPDEC project partners and the GBIF Secretariat to ensure that the projects under the CEPDEC framework are implemented according to the agreed plans (specifically the pilot project in Tanzania and SEP – CEPDEC)
• Keep active communications with all the CEPDEC project stakeholders, particularly with the partners in the recipient countries and in relation to the day-to-day implementation activities
• Coordination of CEPDEC mentoring and training activities, specifically concerning communications, organisation of events, support to participants, etc.
• Follow up on progress in the implementation of the CEPDEC projects at the level of specific activities and outputs
• Preparation of documents, including guidelines and best practices.
• Identification and mobilisation of key data and information resources relevant for the implementation of the CEPDEC projects.
• Organisation and updating of the project documentation, including promotional and training materials, presentations, papers, contracts, etc.
• Support in administrative tasks involved in the management of the CEPDEC projects at the GBIF Secretariat level