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Due to maintenance work, our HR Management System might be inaccessible on
Saturday, 20 April 2024, from 6:00 to 10:00 CEST (UTC+02:00)
Administrative Assistant
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The Administration Assistant will provide effective and efficient administrative and program assistance to the program team under the Kalahari Namib Programme and Regional Water Programme. She/he will be responsible for smooth operations of related systems within the programme work unit and will work closely with the Admin & Finance team ensuring payments are requested in time, in accordance with allocated budgets.
She/he will backstop other Program Assistants and Admin Assistants where necessary.
1.1 Assist the program team on general administrative matters
1.2 Provides logistical support to programme activities (training, 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.
1.3 Support the programme team with meeting minutes and follow-up action points from Program Unit meetings, conferences and workshops
1.4 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
1.4 Acts as liaison between the Program Unit and the Corporate Services on all financial and administrative matters
2. PROCUREMENT
2.1 Arrange for procurement of equipment, supplies and services
2.2 Assist with programme procurement and ensures 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
2.3 Establish and maintain a proper inventory of project assets register, including numbering, recording, and reporting
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• National Diploma / Bachelor Degree related to office management or business administration or related field • A minimum of 3-5 years of relevant work experience in an office setting, preferably in an administrative role for an international organization 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 • Proficiency in using advanced computer applications (MS office 2010). • Fluency in English, both written and verbal. Fluency in local languages an added advantage. • 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. • Proven interpersonal skills and be to establish and maintain effective working relations with people in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity • 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, meet tight deadlines and produce high quality documents at short notice. • Adheres to IUCN ESARO core values of Transparency, Inclusiveness, Professionalism and Accountability; • Excellent writing and communication skills • 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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