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Programme Assistant

Vacancy #:   6827
Unit:   ECARO - Conservation Action
Organisation:   International Union for Conservation of Nature (IUCN)
Location:   Regional Office for Eastern Europe and Central Asia, Belgrade, Serbia
  This is a local position and contract, located in Belgrade, Serbia
Reporting to:   Conservation Action Programme Officer
Work percentage:   100%
Grade:   A3
Expected start date:   15 August 2024
Type of contract:   Fixed-term (48 months with possibility of renewal)
Closing date:   31 May 2024
BACKGROUND
The IUCN (International Union for Conservation of Nature) is a membership Union composed of both government and civil society organisations. IUCN’s mission is to influence, encourage and assist societies throughout the world to conserve the integrity and diversity of nature, and to ensure that any use of natural resources is equitable and ecologically sustainable. With over 75 years of experience, it harnesses the experience, resources and reach of its more than 1,400 Member organisations and the input of more than 16,000 experts organized in 7 expert commissions. IUCN is the global authority on the status of the natural world and the measures needed to safeguard it. The IUCN Secretariat has offices located all around the world and is headquartered in Gland, Switzerland.
The IUCN Regional Office for Eastern Europe and Central Asia (ECARO) promotes IUCN's mission and implements the IUCN Programme with the aim of long-term protection of biodiversity and sustainable use of natural resources in South-Eastern Europe, Eastern Europe, Southern Caucasus, North and Central Asia. ECARO's administrative region is part of the IUCN Statutory Region East Europe, North and Central Asia.
ECARO is seeking to recruit an enthusiastic and motivated candidate to join the IUCN ECARO team as a Programme Assistant.
The primary task of the Programme Assistant. will be to provide assistance for management and coordination of projects in the IUCN portfolio for Eastern Europe and Central Asia. Other tasks will include support to internal procedures and office management.
The successful candidate will work in close cooperation with the ECARO Programme staff and Regional Director.
JOB DESCRIPTION
MAJOR RESPONSIBLITIES

•Provide general administrative and logistic support to the programme/project teams;
•Act as a liaison between the programme/project and corporate services on all financial and administrative matters;
•Support contractual and procurement processes, ensuring compliance with stipulated policies and procedures;
•Asist the Programme Officers in coordination between the programmes.

SPECIFIC DUTIES

•Provide logistical support for programme/project activities such as events, meetings and travel;
•Support the programme staff in setting up regular internal coordination meetings, minuting meetings, tracking and follow-up of agreed action points;
•Maintain up-to-date internal files and templates for easy access and retrieval, and support project staff in filing and maintaining project documentation;
•Update project data and relevant information on the IUCN’s project portal with the support of the programme/project manager;
•Support contractual processes for new projects, following stipulated internal procedures and particular project requirements;
•Assist in the preparation of partners’ and consultancy contracts, obtaining clearance and approvals;
•Support the procurement procedure of goods and services related to project activities in compliance with organizational procurement policies and donor requirements;
•Review Programme invoices, expense claims and partners’ reports and ensure documentation is completed to the highest standard prior to sending it to Finance department.

Please note: These Terms of Reference outline the main responsibilities and duties of the post. However, in a constantly evolving organisation such as IUCN, staff members are expected to be flexible in their approach to their work and willing to undertake other tasks that are reasonably assigned to them but are not part of their normal terms of reference.

SALARY

The gross annual salary for this position is in the range from EUR 22.026 to EUR 26.431 subject to deductions for social security contributions and health insurance, and before tax.
REQUIREMENTS
  • Bachelor degree in a subject related to Business Administration, Management, Finance or other related discipline;

• Minimum of 3 years of experience working on project management, preferably in a non-profit or development sector;

• Work experience in the region, preferably in international teams and multi-disciplinary groups;

• Willingness to frequently travel within the region, sometimes at short notice;

• Excellent command of English; knowledge of other languages spoken in the region would be an asset;

• Computer literacy in MS Office packages;

• Excellent organizational and networking skills, team-oriented attitude, problem solving skills and ability to work independently;

• Highly organized, detail-oriented, and self-motivated with the ability to multi-task and prioritize needs.
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: 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.

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