The Convention on Wetlands is an intergovernmental treaty that provides the framework for national action and international cooperation for the conservation and sustainable use of wetlands and of wetland biodiversity and services. It is the first of the modern global multilateral environmental agreements and remains the only one devoted to a specific critical ecosystem.

The Convention Secretariat has its headquarters in Gland, Switzerland, where the International Union for Conservation of Nature (IUCN) provides some administrative services for the Convention.

The Convention on Wetlands, also known as the “Ramsar Convention” from the name of the city in Iran where it was signed in 1971, is an intergovernmental treaty which provides the framework for national action and international cooperation for the conservation and sustainable use of wetlands and wetland biodiversity and services. It was the first of the modern global multilateral environmental agreements and remains the only one devoted to a specific critical ecosystem.

The Secretariat of the Ramsar Convention has its headquarters in Gland, Switzerland, co-located with the International Union for Conservation of Nature (IUCN), which provides some administrative services for the operations of the Convention.

The Administrative and Communications Assistant reports to the Director of Resource Mobilization and Outreach in the Ramsar Convention Secretariat. The purpose of the position is to provide administrative support to the Resource Mobilization and Outreach Unit enabling them to effectively achieve the financial and communications objectives of the Unit.

General Duties

Provide support to the Director of Resource Mobilization and Outreach and ensure smooth running of the Unit in the following areas:

- Coordinate the arrangements of travels, flights, visas, hotel bookings with the travel agency;
- Day-to-day office duties as necessary to ensure the smooth functioning of the Unit;
- Provide assistance to Unit staff in servicing partners, suppliers and external parties with whom the Unit works.
- Actively assist in the management and activation of social media assets including Twitter, Facebook, and Instagram
- Provide assistance in preparing various communications materials, products and documents including editing, production and distribution .
- Working closely with the Finance Officer to support the team administration through the support of procurement processes, services and consultant contracts and requests for payments;
- Help maintain good relationships with internal and external partners of the Ramsar Secretariat.
- Dissemination of information through relevant channels and platforms;
- Proof- reading of Ramsar materials for distribution and publication, as needed;
- File and share documents in accordance with Unit and Secretariat processes.
- Schedule meetings and faciliate traveling planning as requested .

Specific duties

Communications support

- Under the direction of the Unit, actively source and post content on Ramsar.org and Ramsar social media assets.
- Post official announcements on the English, French and Spanish Exchange email List serve. Coordinate with translators as necessary.
- Receive, and process requests for information on the Convention including information packs (in E-F-S), publications, CDs, and other Convention materials for general distribution and for Ramsar meetings.
- Manage the stocks of printed communications material, CD’s, and the promotional pins, memory sticks, badges ,pens and pochettes, providing timely warning of diminishing stocks to the Communications team.
- Control Ramsar exhibition materials (including banners, game, etc) used for internal and external meetings recording usage and checking condition upon return, etc.
- Manage and curate the online Ramsar photo library
- Organise the timely and efficient receipt and onward distribution of Communication materials for any Ramsar event; Manage the different ramsar emails, responding to requests for materials and design files and liaising with the Communications Officer as necessary. In preparation of World Wetland Day, receive and fulfill material requests from other sources; receive and acknowledge World Wetland Day reports.

Secretariat Office Management

- Manage the office space, to incorporate new staff and changing needs. Provide new staff with pigeon holes and stationary.
- Liaise with IUCN General Service Unit for practical support such as mailing and photocopying services, decorating and furnishing of Ramsar offices.
- Manage Ramsar stationery stocks and business cards and initiate orders for replenishment.
- Oversee Ramsar Secretariat filing and archiving systems. Ensure systems remain fit for purpose and are understood and properly maintained by all staff members. With input from and with the support of others, propose and implement changes to these systems.
- Daily distribution of incoming and outgoing mail and emails received trough the general Ramsar email adresses.
- Print, compile and dispatch Diplomatic notes, letters and other information as required for various points of Contact with contracting parties, and maintain related reference files .

Conference Services Support

- Under the overall guidance of the Conference Assistant, provide support in the preparation for and during meetings of the Conference of the Parties and the Standing Committee. Amongst other tasks, this may include:
o services to travel of sponsored delegates (travel arrangements, visas, accommodation, arrival instructions, insurance, etc.);
o registration and badge production;
o coordination of the use and allocation of meeting rooms;
o document preparation (formatting, etc), reproduction and distribution;
o communication with participants;
o production of nameplates and room set-up.
- Coordination of travel arrangements, liaison and booking of flights with travel agencies as needed.


The above job description contains the main duties and responsibilities for this position. However, in a small organization such as the Ramsar Convention Secretariat, staff members are expected to show flexibility in their approach to work and be willing to undertake other tasks that are reasonably allocated to them but which are not part of their regular job description. Where any task becomes a regular part of an employee's responsibilities, the job description will be changed in consultation with the employee and the IUCN Human Resources Management Group.