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Front Office and Administration Assistant, Regional Office

Vacancy #:   6151
Unit:   ESARO - Administration
Organisation:   International Union for Conservation of Nature (IUCN)
Location:   Eastern and Southern Africa Regional Office, Nairobi, Kenya
Reporting to:   Administration Officer
Work percentage:   100%
Grade:   A2
Expected start date:   01 November 2022
Type of contract:   Fixed-term (36 months)
Closing date:   10 October 2022
BACKGROUND
BACKGROUND:

The Front Office and Administration Assistant will ensure there is smooth, efficient and effective front office
management as well as serve every single individual in the organization (i.e. receiving & passing calls/messages, distribution of mails). This position also provides administrative and logistical support to all departments and personnel in the organization. The position will coordinate and maintain a smooth flow of information within the Secretariat as follows:
JOB DESCRIPTION
MAJOR RESPONSIBILITIES:

SPECIFIC DUTIES:

Front Office Management;
Switchboard management - handling and screening of all incoming calls and routing them to their proper recipients. Callers should be treated with courtesy and should not be kept on the line unnecessarily.
As the 1st IUCN contact person both on phone and reception, receive IUCN visitors and politely advise them accordingly.
Mail management- handling and distribution of incoming and outgoing mail (from/to the post office, hand deliveries to the office and with assigned couriers provide services to and from office for all staff in respect of local and international mail services.
Front office equipment & stationery – ensure that the front office equipment (printers, photocopiers and scanners) are always in good working condition and loaded with paper.
Front Office tidiness – maintain the reception area in a neat and organized manner, and ensure display of current IUCN publications at the front office desk.

General Office Administration Support;
General management support to Administration, HR and Finance Department.
Typing and formatting of miscellaneous jobs e.g. various accounts forms, duty/tax free forms and other documents whenever requested.
Documents management - filling documents at the central filing, retrieving and archiving of correspondences.
Receiving incoming invoices – ensure that all incoming invoices, delivery notes are received, recorded and forwarded to finance department for final payment.
Processing VAT exemption forms - ensure that all invoices attracting VAT amounts are duly processed in a timely manner and the same disseminated to Suppliers in good time.
Rapporteur staff meetings- take record of fortnightly staff meetings and circulate minutes within the 1st week of the meeting.
Specific Administrative Support – In liaison with the line manager, assist administration and programme staff by providing specific administrative support e.g. making calls, scanning documents, photocopying, organizing meetings and events, making appointments, arranging travel, visa, airport transfers and distributions of documents.
Support daily management of the Wasaa Campus on security and general maintenance

Protocol Management Assistance;
Support in processing of new and existing expatriate employee work permits. Support in Installation, relocation and expatriation of expatriate staff.
Support in preparing, submitting and follow up on work permit application forms for expatriate staff and their dependents for issuance of re-entry passes.
Support in preparing, submitting and follow up notifications of arrival/departure forms for all expatriate staff and dependants (18-21 years) for issuance of government identification passes.
Prepares, submits and follows up PRO 1B forms for duty free purchases.
Prepares, submits and follows up vehicle registration and de-registration forms for issuance of relevant plates.
Obtains PIN certificates for all newly hired expat staff.
Prepares, submits and follows up application for VAT exemptions for both IUCN and exempt staff on a monthly basis.

Any Other Duties;
Any other duties reasonably assigned by the supervisor.
REQUIREMENTS
  • POSITION REQUIREMENTS:

Education;
Diploma in Business Administration from recognized institution
A Degree in Business Administration will be an added advantage.
High proficiency in Microsoft Office applications (Word, Excel, PowerPoint etc) and Internet Use

Work Experience;
A minimum of 3 years’ experience in office management preferably in an International Organization or NGO environment.

Language Proficiency;
A high level of proficiency in oral and written communication in English and Kiswahili is required. (Another IUCN Language would be an added advantage esp. French)

Functional competencies;
Adheres to IUCN ESARO Core values of Transparency, Inclusiveness, Professionalism and Accountability;
Excellent Communication skills;
Highly motivated and results-oriented individual;
Demonstrated ability to work with limited supervision to prioritize tasking and manage workflow in a high-pressure environment;
Excellent interpersonal skills and a strong team player with proven communication and diplomacy with the ability to work effectively with multicultural and multidisciplinary teams with sensitivity and respect for diversity;
Committed to continuous learning and proactive and mature attitude towards self-development;

Core Competencies;
Transparency: Able to build trust and contribute to informed and responsible decision making by carrying out the work of IUCN in a transparent manner; provides clear guidance to ensure that objectives and desired measurable results are understood by members of the team.
Inclusiveness: Understands and accepts cultural diversity, and provides a tolerant, positive and supportive working environment that fosters respect for diversity, demonstrates ability to work in a multicultural, multi ethnic environment and to maintain effective working relations with people of different nationalities and cultural backgrounds.
Professionalism: Promote the organization’s interests, objectives and values in a diligent and professional manner.
Accountability: Takes responsibility of individual and collective actions, promotes the IUCN One Programme approach.
APPLICATIONS

Applicants are requested to apply online through the HR Management System, by opening the vacancy announcement and pressing the "Apply" button.

Applicants will be asked to create an account and submit their profile information. Applications will not be accepted after the closing date. The vacancy closes at midnight, Swiss time (GMT+1 / GMT+2 during Daylight Saving Time, DST). Please note that only selected applicants will be personally contacted for interviews.

Other job opportunities are published in the IUCN website: http://www.iucn.org/involved/jobs/


About IUCN

IUCN is a membership Union uniquely composed of both government and civil society organisations. It provides public, private and non-governmental organisations with the knowledge and tools that enable human progress, economic development and nature conservation to take place together.

Created in 1948, IUCN is now the world’s largest and most diverse environmental network, harnessing the knowledge, resources and reach of more than 1,300 Member organisations and some 10,000 experts. It is a leading provider of conservation data, assessments and analysis. Its broad membership enables IUCN to fill the role of incubator and trusted repository of best practices, tools and international standards.

IUCN provides a neutral space in which diverse stakeholders including governments, NGOs, scientists, businesses, local communities, indigenous peoples organisations and others can work together to forge and implement solutions to environmental challenges and achieve sustainable development.

Working with many partners and supporters, IUCN implements a large and diverse portfolio of conservation projects worldwide. Combining the latest science with the traditional knowledge of local communities, these projects work to reverse habitat loss, restore ecosystems and improve people’s well-being.

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