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MAINTENANCE NOTICE
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)
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)
Programme & Membership Assistant
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BACKGROUND
MEMBERSHIP SUPPORT: Working closely with the Regional Communications and Constituency Officer (RCCO), this position will support the IUCN Eastern and Southern Africa Membership Unit functions providing guidance and assistance on membership administration/management issues. She/He will take a proactive role in engaging Members in IUCN’s work, keeping them interested and providing them with regular communications on IUCN matters.
PROGRAMME SUPPORT: This position will support the work of IUCN Global Drylands Initiative (GDI). The Global Drylands Initiative is part of IUCN’s Global Ecosystem Management Programme (GEMP) and is responsible for IUCN’s programme of work in Hyper Arid, Arid, Semi-Arid and Dry Sub-humid lands. The programme has a growing portfolio of projects in multiple regions that focus on sustainable drylands management, rangeland monitoring and assessment, natural resource governance, and influencing policies and policy implementation for dryland management. The GDI is IUCN’s focal point to the United Nations Convention to Combat Desertification (UNCCD).
PROGRAMME SUPPORT: This position will support the work of IUCN Global Drylands Initiative (GDI). The Global Drylands Initiative is part of IUCN’s Global Ecosystem Management Programme (GEMP) and is responsible for IUCN’s programme of work in Hyper Arid, Arid, Semi-Arid and Dry Sub-humid lands. The programme has a growing portfolio of projects in multiple regions that focus on sustainable drylands management, rangeland monitoring and assessment, natural resource governance, and influencing policies and policy implementation for dryland management. The GDI is IUCN’s focal point to the United Nations Convention to Combat Desertification (UNCCD).
JOB DESCRIPTION
1. Travel and conference support (GEMP)
• Organise travel arrangements for the Programme Team (particularly Nairobi-based) and counterparts/project partners, including flights, hotels, visas, DSA for non-IUCN staff, airport and local transfers etc.
• Provide IUCN visa support letters, insurance letters, requesting for visa fees and ensure that all visa requirements are provided and delivered (where appropriate)
• Organize workshops, programme meetings, and other relevant events, book venues, draft and send invitation letters, organize translation and other conference services
• Provide administrative support during workshops and other events, including logistics for participants, payments of DSA etc.
2. Secretarial assistance (GEMP)
• Provide day-to-day office support, which includes photocopying/scanning documents, managing office mail and couriers/shipments, filing legal and other project documents, managing office supplies etc.
• Prepare official letters on IUCN letterhead and distribute as appropriate
• Process invoices and enter payments on the portal for approval, ensuring that the necessary support documents are provided and ready for finance to make payments
• Act as a liaison between EMP and the other IUCN Offices, including identification of matters that require follow up and bringing them to the attention of the programme heads/team
3. Communications (GEMP)
• Support EMP external communications, specifically maintain the website up to date with content provided by the programme team, coordinate input from the programme team to social media and assist in posting tweets and blogs, assist in developing EMP presentations and brochures in accordance with IUCN’s policies, guidelines and standards.
• Develop project and programme brochures and other communications (media briefs, issues briefs etc.)
4. Procurement (GEMP)
• Coordinate procurement of equipment, supplies and services (Nairobi based)
• Coordinate equipment maintenance and insurance as required
• Physically clear and ensure delivery of equipment and supplies procured
• Maintain an equipment and spare parts inventory and ensure that all are labelled for audit purposes
5. Support fund raising and concept/proposal development (GEMP)
• Monitor funding newsletters and sign up to email services from donor agencies, and inform GEMP unit heads of relevant funding opportunities
• Maintain and update the donor database and ensure current details of the EMP staff personal addresses and contacts details are in order and up to date
• Coordinate the compilation of project concept notes/proposals in the donor format, providing information in standard fields (e.g. IUCN details) and liaising with unit heads for technical input
• Ensure that project proposals follow the correct approval process (PAAS, ESMS) and are entered into the projects portal in a coherent manner, and liaise with the project manager to complete the necessary screening documents
• Assist in developing and updating the M&E frameworks for projects and ensuring updates where necessary and as requested
6. Project Administrative support (GEMP)
• Enter new projects into the project portal, liaising with the project manager and finance manager to provide the details in their specific fields
• Monitor the project portfolio on the portal twice yearly and liaise with all project managers to ensure the portal is up to date before the mi-term reviews
• Participate in project and programme meetings on request, provide rapporteur services and compile draft meeting reports
• Provide assistance in developing donor reports for assigned projects and coordinate with finance to ensure timely financial reporting
• Support development of project monitoring and evaluation plans and Terms of Reference
7. Contract and consultancy management (GEMP)
• Maintain donor and other contractual records. This entails receiving contracts, completing the necessary sign-off sheets, tracking the receipt and disbursement of funds, coordinating reviews and signatures, and ensuring that all documents are correctly filed
• Ensure that contractual processes follow the stipulated IUCN procedures
• Prepare and process internal agreements in coordination with the project manager and the relevant implementing office, following IUCN procedures
• Prepare and process consultancy contracts and liaise with consultants over contractual details, payment arrangements etc., according to IUCN procedures
• Assist project managers in the selection and appointment of consultants and other service providers following acceptable procurement practices, including advertising and short listing or candidates
• Manage payments for consultancy contracts and internal agreements in close coordination with the budget manager
8. Retention of Members (ESARO)
• Liaise with and provide updates and assistance to existing IUCN Members in relation to membership issues, including member services and IUCN related events and programme focus
• Get regular satisfaction feedback from Members, attend to their concerns and raise their dissatisfaction to Regional Communication and Constituency Officer
• Maintain and update information on Members’ resources and interests, identify and suggest participation of Members in design and delivery of programmes and projects in IUCN ESARO
9. Recruitment of Members (ESARO)
• Support the admission of new Members and by ensuring timely submission to IUCN HQ for Council’s approval, including liaising with potential Members, ensuring that the Application Form is completed, that all supporting documents, including payment, required for the admission/adhesion are provided and that all statutory requirements are met
• Liaise with applicants and new Members once admitted by IUCN Council, including working closely with the Regional Communication and Constituency Officer, throughout the application/admission/adhesion process and keeping applicants informed
• Provide with the support of the Membership Coordinator, the IUCN Welcome Pack to new Members
10. Membership dues (ESARO)
• Liaise with and provide updates and assistance to existing IUCN Members in relation to payment of membership dues
• Ensure that the membership dues are cleared by all categories of Members, including State Members. This includes regular follow-ups with relevant Members
11. National and Regional Committees (ESARO)
• Support in the establishment and operations of the NRCs, and in organizing regular Members' meetings where possible in coordination with the Regional Communication and Constituency Officer
• Keep track of all NRC meetings or events, inform Regional Communication and Constituency Officer and ensure that the information is posted on Union Portal and website
• Keep NRCs constantly informed of changes in IUCN membership in particular as it pertains to the specific country or region
12. IT systems (ESARO)
• Maintain contact details up-to-date and to improve networking and information exchange across the Union
• Assist and encourage members to use Members' Portal and take responsibility to upload information relevant to members in IUCN ESARO on a regular basis
• Maintain and update information on Members’ expertise in the Union Portal
•Provide Union Development Group/Information Systems with recommendations/feedback on CRM and Union Portal issues to help improve their user-friendliness and features.
13. World Conservation Congress (ESARO)
• In liaison with the Regional Communication and Constituency Officer, support the Congress Unit in facilitating requests and issues raised pertaining to the World Conservation Congress
• Provide Members with all the necessary support and information related to Motions, draft Programme and Congress agenda and documents
14. Other duties (ESARO)
• Assist the Regional Communication and Constituency Officer and Programme staff of IUCN ESARO and the Union Development Group in coordinating national, regional and global events involving Members from ESARO
• Support the Regional Communication and Constituency Officer to process exit interviews (or relevant process) with withdrawn Members
• Assist Regional Communication and Constituency Officer in ensuring that IUCN branding, guidelines, and other communications policies and procedures are strictly followed in all communications products
• Provide assistance to produce high quality communications and knowledge products in a range of formats including reports, speeches, presentations, publications, brochures, web stories, press releases, short films, podcasts, etc.
• Assist the Communication and Constituency Unit in running a number of different types of events, such as press conferences, Members’ events and project launches
• Perform any other related activity that may be assigned by the line manager
• Organise travel arrangements for the Programme Team (particularly Nairobi-based) and counterparts/project partners, including flights, hotels, visas, DSA for non-IUCN staff, airport and local transfers etc.
• Provide IUCN visa support letters, insurance letters, requesting for visa fees and ensure that all visa requirements are provided and delivered (where appropriate)
• Organize workshops, programme meetings, and other relevant events, book venues, draft and send invitation letters, organize translation and other conference services
• Provide administrative support during workshops and other events, including logistics for participants, payments of DSA etc.
2. Secretarial assistance (GEMP)
• Provide day-to-day office support, which includes photocopying/scanning documents, managing office mail and couriers/shipments, filing legal and other project documents, managing office supplies etc.
• Prepare official letters on IUCN letterhead and distribute as appropriate
• Process invoices and enter payments on the portal for approval, ensuring that the necessary support documents are provided and ready for finance to make payments
• Act as a liaison between EMP and the other IUCN Offices, including identification of matters that require follow up and bringing them to the attention of the programme heads/team
3. Communications (GEMP)
• Support EMP external communications, specifically maintain the website up to date with content provided by the programme team, coordinate input from the programme team to social media and assist in posting tweets and blogs, assist in developing EMP presentations and brochures in accordance with IUCN’s policies, guidelines and standards.
• Develop project and programme brochures and other communications (media briefs, issues briefs etc.)
4. Procurement (GEMP)
• Coordinate procurement of equipment, supplies and services (Nairobi based)
• Coordinate equipment maintenance and insurance as required
• Physically clear and ensure delivery of equipment and supplies procured
• Maintain an equipment and spare parts inventory and ensure that all are labelled for audit purposes
5. Support fund raising and concept/proposal development (GEMP)
• Monitor funding newsletters and sign up to email services from donor agencies, and inform GEMP unit heads of relevant funding opportunities
• Maintain and update the donor database and ensure current details of the EMP staff personal addresses and contacts details are in order and up to date
• Coordinate the compilation of project concept notes/proposals in the donor format, providing information in standard fields (e.g. IUCN details) and liaising with unit heads for technical input
• Ensure that project proposals follow the correct approval process (PAAS, ESMS) and are entered into the projects portal in a coherent manner, and liaise with the project manager to complete the necessary screening documents
• Assist in developing and updating the M&E frameworks for projects and ensuring updates where necessary and as requested
6. Project Administrative support (GEMP)
• Enter new projects into the project portal, liaising with the project manager and finance manager to provide the details in their specific fields
• Monitor the project portfolio on the portal twice yearly and liaise with all project managers to ensure the portal is up to date before the mi-term reviews
• Participate in project and programme meetings on request, provide rapporteur services and compile draft meeting reports
• Provide assistance in developing donor reports for assigned projects and coordinate with finance to ensure timely financial reporting
• Support development of project monitoring and evaluation plans and Terms of Reference
7. Contract and consultancy management (GEMP)
• Maintain donor and other contractual records. This entails receiving contracts, completing the necessary sign-off sheets, tracking the receipt and disbursement of funds, coordinating reviews and signatures, and ensuring that all documents are correctly filed
• Ensure that contractual processes follow the stipulated IUCN procedures
• Prepare and process internal agreements in coordination with the project manager and the relevant implementing office, following IUCN procedures
• Prepare and process consultancy contracts and liaise with consultants over contractual details, payment arrangements etc., according to IUCN procedures
• Assist project managers in the selection and appointment of consultants and other service providers following acceptable procurement practices, including advertising and short listing or candidates
• Manage payments for consultancy contracts and internal agreements in close coordination with the budget manager
8. Retention of Members (ESARO)
• Liaise with and provide updates and assistance to existing IUCN Members in relation to membership issues, including member services and IUCN related events and programme focus
• Get regular satisfaction feedback from Members, attend to their concerns and raise their dissatisfaction to Regional Communication and Constituency Officer
• Maintain and update information on Members’ resources and interests, identify and suggest participation of Members in design and delivery of programmes and projects in IUCN ESARO
9. Recruitment of Members (ESARO)
• Support the admission of new Members and by ensuring timely submission to IUCN HQ for Council’s approval, including liaising with potential Members, ensuring that the Application Form is completed, that all supporting documents, including payment, required for the admission/adhesion are provided and that all statutory requirements are met
• Liaise with applicants and new Members once admitted by IUCN Council, including working closely with the Regional Communication and Constituency Officer, throughout the application/admission/adhesion process and keeping applicants informed
• Provide with the support of the Membership Coordinator, the IUCN Welcome Pack to new Members
10. Membership dues (ESARO)
• Liaise with and provide updates and assistance to existing IUCN Members in relation to payment of membership dues
• Ensure that the membership dues are cleared by all categories of Members, including State Members. This includes regular follow-ups with relevant Members
11. National and Regional Committees (ESARO)
• Support in the establishment and operations of the NRCs, and in organizing regular Members' meetings where possible in coordination with the Regional Communication and Constituency Officer
• Keep track of all NRC meetings or events, inform Regional Communication and Constituency Officer and ensure that the information is posted on Union Portal and website
• Keep NRCs constantly informed of changes in IUCN membership in particular as it pertains to the specific country or region
12. IT systems (ESARO)
• Maintain contact details up-to-date and to improve networking and information exchange across the Union
• Assist and encourage members to use Members' Portal and take responsibility to upload information relevant to members in IUCN ESARO on a regular basis
• Maintain and update information on Members’ expertise in the Union Portal
•Provide Union Development Group/Information Systems with recommendations/feedback on CRM and Union Portal issues to help improve their user-friendliness and features.
13. World Conservation Congress (ESARO)
• In liaison with the Regional Communication and Constituency Officer, support the Congress Unit in facilitating requests and issues raised pertaining to the World Conservation Congress
• Provide Members with all the necessary support and information related to Motions, draft Programme and Congress agenda and documents
14. Other duties (ESARO)
• Assist the Regional Communication and Constituency Officer and Programme staff of IUCN ESARO and the Union Development Group in coordinating national, regional and global events involving Members from ESARO
• Support the Regional Communication and Constituency Officer to process exit interviews (or relevant process) with withdrawn Members
• Assist Regional Communication and Constituency Officer in ensuring that IUCN branding, guidelines, and other communications policies and procedures are strictly followed in all communications products
• Provide assistance to produce high quality communications and knowledge products in a range of formats including reports, speeches, presentations, publications, brochures, web stories, press releases, short films, podcasts, etc.
• Assist the Communication and Constituency Unit in running a number of different types of events, such as press conferences, Members’ events and project launches
• Perform any other related activity that may be assigned by the line manager
REQUIREMENTS
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• Education and Work Experience: • Bachelor’s Degree in Administration, Communications or a related field or a Relevant higher education from an accredited institution • High degree of competency in Microsoft Office software, including WORD, EXCEL, OUTLOOK, and POWERPOINT • A minimum of 5 years of relevant work experience, preferably in an administrative role for an International Organization or NGO • Language Requirements: • Fluency in English, both written and verbal is a must. Working knowledge of French is an added advantage. • Functional competencies: • Excellent writing, proofreading and editing skills • A high standard of communication skills, both oral and written • Proven interpersonal skills and demonstrated ability to establish and maintain effective working relations with people in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity • 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, meet tight deadlines and produce high quality documents at short notice. • Core Competencies • Transparency: Able to build trust and contribute to informed and responsible decision making by carrying out the work of IUCN in a transparent manner; provides clear guidance to ensure that objectives and desired measurable results are understood by members of the team. • Inclusiveness: Understands and accepts cultural diversity, and provide a tolerant, positive and supportive working environment that fosters respect for diversity, demonstrates ability to work in a multicultural, multi ethnic environment and to maintain effective working relations with people of different nationalities and cultural backgrounds. • Professionalism: Promote the organization’s interests, objectives and values in a diligent and professional manner. • Accountability: Takes responsibility of individual and collective actions. |
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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