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Administrative Assistant

Vacancy #:   5235
Unit:   Unidad Operativa de Programa
Organization:   International Union for Conservation of Nature (IUCN)
Location:   Regional Office for Mexico, Central America and the Caribbean, San José, Costa Rica
Reporting to:   Oficial Financiero
Work percentage:   100%
Grade:   A2
Expected start date:   01 February 2020
Type of contract:   Indefinite
Closing date:   24 January 2020
BACKGROUND
For over 25 years, the IUCN’s Regional Office for Mexico, Central America and the Caribbean (IUCN-ORMACC) has implemented and executed projects alongside Members and allies from countries in the region, either in specific local communities and indigenous peoples or in areas of work that include more than one country or even terrestrial, coastal or marine zones.
IUCN-ORMACC’s work covers seven countries in Central America (Belize, Guatemala, Honduras, El Salvador, Nicaragua, Costa Rica and Panama) together with Mexico and the Caribbean, which spans insular states.
JOB DESCRIPTION
JOB DESCRIPTION
The Administrative Assistant will provide administrative, logistics and procurement support to the operating unit. The Administrative Assistant will ensure compliance of IUCN-ORMACC’s internal policies and procedures in all project activities and processes.

SPECIFIC DUTIES AND RESPONSIBILITIES

1.Prepare documents such as consultancy contracts and agreements; Provide support to internal approval processes
2.Prepare overall payment requests for service providers, consultancies and implementing agreements.
3.Control and follow up on the disbursement processes for contracts and agreements by monitoring product deadlines.
4.Prepare correspondence for distribution via email or regular mail.
5.Support the organization of local, national and regional meetings and workshops including managing overall logistical support (i.e. hotel reservations, venue and catering arrangements, purchase of plane tickets, drafting and preparation of invitations, etc.)
6.Request quotations for goods and services.
7.Any other administrative tasks upon request
Please Note: The above TORs contain the main responsibilities and duties of this position. However in an ever evolving organisation such as IUCN 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 TORs. Where any task becomes a regular part of staff member’s responsibilities, the TORs should be changed in consultation between the manager, the staff member and the HR Unit. Any one of the three may initiate the consultation.
REQUIREMENTS
  • Bachelor or advanced student in Business Administration, Finance, Social Sciences, Accountings, or related field.

• Minimum of 1 year experience in administrative tasks.

• Proficient in using email, internet and MS Office applications (MS Word/Excel/PowerPoint, etc.)

• Demonstrated excellent interpersonal skills, including the ability to work in a multi-cultural environment, and to establish effective working relationships both within and outside the organization

• Availability to travel regionally and internationally, when required.

• Proactive, responsible, and enthusiastic individual.

• Proven ability to work both independently and as part of a team.

• Ability to handle complex situations and provide solutions.

• Excellent English oral and written skills is a must.

• Planning, coordination and time management skills

• Excellent ability to work under pressure
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: http://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 1,300 Member organisations and some 10,000 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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