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Administrative Support Officer

Vacancy #:   6507
Unit:   Multilateral Finance Unit
Organisation:   International Union for Conservation of Nature (IUCN)
Location:   Headquarters, Gland, Switzerland
Reporting to:   Portfolio Manager
Work percentage:   80%
Grade:   A3
Expected start date:   01 November 2023
Type of contract:   Max-term (24 months)
Closing date:   03 October 2023
IUCN is a Partner Agency to the Global Environment Facility (GEF) since 2014 and an Accredited Entity to the Green Climate Fund (GCF) since 2016. This portfolio represents the majority of the portfolio where IUCN Secretariat plays the role of an implementing agency overseeing the execution on the ground of a portfolio of project. It is currently over one third of the overall IUCN project portfolio.
The purpose of this role is to ensure overall support overall portfolio management and development of the programme funded by the GEF and the GCF. In that capacity, and under the overall guidance from the Director, Multilateral Finance, the incumbent will be responsible for:

Portfolio administrative support

- Provide consistent administrative support for all stages of the project management cycle (from concept and proposal development, through implementation to reporting and close-out) and ensure maintenance of up-to-date information in our systems.
- Support the team across the Secretariat to ensure consistent application of all IUCN, GEF and GCF related to project preparation during concept and proposal development, and throughout the project cycle to close-out.
- Support procurement processes by working with Portfolio Managers to draft Requests for Proposals (RFPs), issue RFPs, analyze responses, prepare contracts, process invoices, and enter details into relevant portals and systems.
- Provide support to portfolio reviews, including on accreditation requirements, collecting requested documents and by responding to requests from external parties.
- Support project cycle activities by entering details into relevant portals.
- Support the tracking and follow up on reporting deadlines/submissions with the quality and performance manager and portfolio managers across the Secretariat
- Support the development and management of agreements within and outside the secretariat, including the drafting of agreements. Work with regional colleagues to ensure a consistent and streamlined approach to the administration and management of project and portfolio documents.
- Support the digital and physical portfolio data maintenance through the maintenance of the J Drive, portals (IUCN, GEF and GCF) projects files, project reports filing, etc.
- Support timely and efficient project reviews and clearance processes by: Preparing documents for clearance of concepts and proposals, contracts; and identify issues of eventual conflict with IUCN policy and rules or with donor requirements;
- Securing timely and efficient sign-off and contract clearance by all levels of management required (Programmes, Legal, Director General Office, etc.).

Programmatic administrative support

- Assist the team in the efficient provision of financial and administration services to GEF and GCF funded projects and programme (creation of projects, proposals and awards in IUCN financial systems, contract drafting, contract signatory processes, contract invoicing, maintenance of financial data in financial systems, procurement process, etc.)
- Support the development and maintenance of tracking systems to support administration procedures as projects transition from development, implementation and closure (e.g. contracts tracking system, reporting deadlines tracking system, financial and contractual data storage and filing, etc.)
- Under the coordination of the Finance manager, ensure that GEF and GCF funded projects and programmes’ administration regular tasks are performed to meet IUCN’s internal procedures (eg: time tracking, archiving, etc..)
- Input and maintain up-to-date financial and administrative data in appropriate systems (Award Vision, Project Portal, etc.)
- Assist with the preparation of the projects and overall programme technical and financial management reports for use at various levels of the organization covering areas such as performance measurement, compliance and risk.
- Support compliance with IUCN finance and institutional procedures across the portfolio

General administration support

- Ensure the timely processing of all travel and facilitate all logistical arrangements for travel, visa, workshops and events.
- Support the development of global procedures and standards to support the effective management of the programme.
- Support the development of financial, administrative and operations systems and processes in areas such as contractual procedures, time tracking and reporting management, budget development and reporting, travel logistics, etc.
- As requested, manage the administration of the Unit in support to the Director and other Staff.
- As required, assume responsibility for other activities and projects that The Director Multilateral Finance Unit may assign from time to time.
  • Bachelor degree in business management ;

• Excellent proficiency in written and spoken English. Other IUCN languages (French, Spanish) represent an asset;

• 2 - 3 years of experience in administrative support

• Experience in supporting the management of large programmes in a multicultural context;

• Knowledge of and work with IUCN and partners

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: https://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 1,400 Member organisations and around 16,000 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.