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Programme Assistant
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The Programme Assistant will provide administrative, financial and programmatic support to the UCO programme staff. The programme assistant will assist in the monitoring and coordination of the programme portfolio’s workflow to ensure team decisions are properly carried out and products are delivered timely. The Programme assistant will be responsible for smooth operations of related systems within the programme work unit. The position carries substantial responsibilities that require a broad range of skills and the ability to exercise considerable judgment, initiative and independence. She/he also works closely with the Admin & Finance team and ensures that payments are requested in time, in accordance with allocated budgets. The Programme assistant backstops the other Program Assistants. Project Assistants and Admin Assistants where necessary.
More specifically, the roles and responsibilities of the Programme Assistant are as follows:
1. Administration support/Financial management
• Assist the program team on general administrative matters
• Provides logistical support to programme activities (trainings, meetings, conferences and workshops) making sure that all aspects and details of such events are covered. This includes coordination and/or preparing relevant background documentations for related events.
• Support the programme team with meeting minutes and follow-up action points from Program Unit meetings, conferences and workshops
• Supporting the establishment and maintenance of an efficient records system. This includes maintaining donor and other contractual records and final project deliverables. This entails receiving contracts, having them signed, initiating the contract clearance processes and all properly filed
• Provide monitoring support to overall program implementation including the program budget and provide relevant information to the programme team responsible for the budget
• Act as liaison between the Program Unit and the Corporate Services on all financial and administrative matters
2. Support to Programme implementation
• Track assigned programme activities and coordinate with relevant staff and provide assistance and/or information on project related matters;
• Assist in documenting and disseminating of materials and publications
• Assist in the preparation and timely submission of technical and financial reports to donors
• Provide support to the Programme team in the preparation and monitoring of quarterly and annual workplans and budgets.
• Maintain the Programme ABC list, and take responsibility for its regular updating
• Contribute to the communication of project /programme outputs, i.e. help with publications and other write-ups and profiling.
• Support partner relations including updates and organizing regular meetings
• Assist with research work
3. Procurement
• Arrange for procurement of equipment, supplies and services;
• Assist with programme procurement and ensure that contractual processes follow the stipulated IUCN procurement procedures: This includes preparation of consultants’ contracts, obtaining clearance, approval in accordance to Internal Control System (ICS) procedures and tracking of contracts disbursements for consultants/specialists engaged by the Programmes/projects;
• Establish and maintain a proper inventory of project assets register, including numbering, recording, and reporting;
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• A university degree with at least three years’ work experience in a similar position in an International organization, Research institution or NGO. • Experience in project administration including sound knowledge of financial, procurement, administrative practices and project reporting • Project management skills with strong ability to support the monitoring of programme/project budgets • Computer proficiency in Word, Excel, Outlook and PowerPoint • Must be highly organized, detail-oriented, and self-motivated with the ability to multi-task and prioritize needs • Possess energy, drive, enthusiasm, commitment and passion for high quality work • Must be dependable, a good team player and able to work independently as well as have the ability to learn quickly and expand scope of functions • Capacity to work under pressure and to meet tight deadlines. • Excellent writing, networking and communication skills • Excellent command of English both written and spoken and ability to produce high quality documents at short notice • Commitment to continuous learning and proactive and mature attitude towards self-development • Willingness to travel |
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/
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