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MAINTENANCE NOTICE

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Administration Assistant, CITES MIKE Programme

Vacancy #:	1516
Unit:	South Africa Country Office
Organisation:	International Union for Conservation of Nature (IUCN)
Location:	South Africa Country Office, Pretoria, South Africa
Reporting to:	Sub Regional Support Officer CITES MIKE Project
Work percentage:	60%
Grade:	A2
Expected start date:	01 June 2017
Type of contract:	Fixed-term (7 months)
Closing date:	07 April 2017

BACKGROUND

Under the guidance and direct supervision of the Sub-Regional Support Officer - MIKE Project, Southern Africa, the Administration Assistant primary focus will be to provide administrative, project management support and logistical assistance to the CITES MIKE team based in the IUCN South Africa Country Office. The Administration Assistant carries substantial responsibilities that require a broad range of skills and the ability to exercise considerable judgment, initiative and independence.

JOB DESCRIPTION

More specifically, the roles and responsibilities of the Administration Assistant are as follows:
1. Provide 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.
2. Prepare meeting minutes and follow-up action points from meetings, conferences and workshops
3. Provide input in the program’s monthly reports and oversee data input from respective team members.
4. Assist in disseminating of materials and publications
5. Assist in the preparation and timely submission of technical and financial reports to donors
6. Supporting the establishment and maintenance of an efficient records system. This includes maintaining donor and other contractual records. This entails receiving contracts, having them signed, initiating the contract clearance processes and all properly filed
7. Arrange for procurement of equipment, supplies and services for offices and project sites and ensures that contractual processes follow the stipulated IUCN Internal Control System procedures.
8. Establish and maintain a proper inventory of project assets register, including numbering, recording, and reporting;
9. Ensure that relevant office equipment is ensured at all times.
10. Disburse equipment and supplies purchased for supporting implementation of some projects and maintain a proper register of the disbursed equipment including signed letters from project site authorities confirming receiving the equipment from IUCN

REQUIREMENTS

• Diploma or equivalent higher education qualification in office management, business administration or a related field;

• At least 3 years post matric administration experience;

• Experience working in an international organisation an advantage;

• Competent computer skills, particularly in Word, Powerpoint and Excel.

• Fluency in English, with excellent verbal and written communication skills.

• High level of good organizational and time management skills with demonstrated capacity to work effectively in a fast-paced, demanding professional environment, and to deal with multiple tasks and deadlines,

• Proven interpersonal and communication skills and the ability to establish and maintain effective working relations with people in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity.

• Responds positively to critical feedback and differing points of views.

• Consistently approaches work with energy and a positive, constructive attitude;

• Committed to continuous learning and self-development.

• Adheres to IUCN ESARO core values of Transparency, Inclusiveness, Professionalism and Accountability;

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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