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Project Administrative Assistant - Drylands Initiative
IUCN’s Global Ecosystem Management Programme (GEMP) promotes the sound management of ecosystems through the wider application of the Ecosystem Approach – a strategy for the integrated management of land, water and living resources that places human needs at its centre.
IUCN’s Global Drylands Initiative (GDI) is a component of GEMP, responsible for IUCN’s programme of work in Hyper Arid, Arid, Semi-Arid and Dry Sub-humid lands. The GDI contributes to the goals of GEMP, particularly on ‘Adapting ecosystem management for threatened and neglected ecosystems’. Adapting ecosystem management to the drylands requires an understanding of the unique features of drylands, including ecological characteristics as well as a number of contemporary challenges and opportunities. Ecosystem management approaches also need to be adapted according to the pre-existing adaptations in dryland societies. The goal of IUCN’s Drylands Initiative is to restore and manage dryland ecosystems to safeguard societal benefits.
The incumbent will support the Global Drylands Initiative (GDI), in tasks related to the administration of several global-scale drylands projects, including but not limited to The Participatory Rangeland and Grassland Assessment (PRAGA), the Nature-based-Solutions to drought (NbS drought). The Project Administrative Assistant will provide support to the GDI Program team in following IUCN processes and contractual requirements related to project reporting, procurement, contract management, logistics, filing, and delivery of specific tasks associated with project implementation, such as communications and online content and data management. The Project Administrative Assistant will also schedule and coordinate internal events and meetings within GDI and with the wider Global Ecosystem Management Programme (GEMP), and the Nature based Solutions Group. Admin support to other GEMP units may also be provided on request.
Prepare, process and monitor donor contracts, partnership agreements, consultancy agreements and other contracts according to IUCN’s policies, with relevant disbursement timelines;
Support the establishment and maintenance of an efficient records system in a manner that allows easy access and retrieval. This includes maintaining donor and other contractual records and final project deliverables;
Maintain and update relevant entries in the IUCN project portal;
Arrange for procurement of equipment, supplies and services as required in accordance with the project work plan;
Manage clearance processes for purchase orders and all contractual arrangements for works and services (including consultant contracts and sub-contracting institutions). This includes preparation of clearance documents, obtaining approval in accordance to Internal Control System (ICS) procedures;
Initiate and prepare disbursements in accordance with activities and budgets of approved contracts;
Maintain expenditures control system, in collaboration with the Finance team, and review monthly finance reports to ensure alignment with project budgets and correct allocation to budget lines, reporting monthly to the SPO;
Provide support to the Programme team in the preparation and monitoring of quarterly and annual work plans and budgets and to prepare project budget revisions and determination of unutilized funds;
Assist in the preparation and timely submission of technical and financial reports to donors;
Supporting the planning and execution of workshops and events, and drafting of key outcomes of workshop/meetings;
Prepare meeting minutes and follow-up action points from Programme or Project meetings and draft summary session reports and key outcomes for workshops and conferences;
Coordinate and assist in making travel arrangements for national and international consultants/ experts and programme staff for domestic and international project-related travels, including preparing Travel Authorizations and Advances, preparing a travel folder per trip and compiling the travel expense claim in accordance with IUCN timelines and procedures;
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 of all aspects of travel, accommodation and conferencing facilities and potentially preparing relevant background documentation and publicity materials for the event;
Support programme staff on the ground during trainings, meetings, conferences and workshops to ensure smooth execution of these events.
Support internal and external coordination and communication;
Coordinate, schedule and organise meetings between GDI and GEMP staff and other parts of IUCN;
Maintain a group calendar and schedule of events;
Liaise with external partners to schedule meetings;
Provide support to finalizing publications, including coordinating input of reviewers and editors and following IUCN editorial board procedures;
Contribute to the communication of project outputs, i.e. help with publications, social media, web stories etc. as requested by programme staff;
Support the preparatory work on technical/position papers for the relevant international conferences (CoPs, etc.);
Assist in collecting relevant project data;
Assist in the GDI webpage maintenance, including uploading relevant material;
Contribute to writing concept notes and project proposals;
Carry out other relevant task as assigned by, and agreed with, the line manager.
Specialized certification in Administration Office Management and/or Business Management or a related field. University Degree in Business or Public Administration or related field is desirable.
• Work Experience;
At least 5 years of relevant administrative or programme experience is required at the national or international level
Excellent working knowledge of Microsoft packages including knowledge of word processing, spreadsheet and database packages, and electronic communication tools
Experience in handling of web based management systems
Demonstrated experience with budget management and procurement processes
Demonstrated experience with organising meetings, workshops and training events
Experience in interacting confidently with diverse stakeholders including with government officials and local communities
Hands-on experience in report writing.
• Language Proficiency;
Fluency in English, both written and verbal
IUCN is a tri-lingual organisation and knowledge of French or Spanish is an advantage.
• Functional competencies;
Adheres to IUCN ESARO core values of Transparency, Inclusiveness, Professionalism and Accountability;
Exceptional attention to detail and organizational skills;
Good communication skills and proven writing ability;
Highly motivated and results-oriented individual;
Demonstrated ability to work with limited supervision to prioritize tasking and manage workflow in a high pressure environment;
Excellent time management and ability to adhere to deadlines
Excellent interpersonal skills and a strong team player with proven communication and diplomacy with the ability to work effectively with multicultural and multidisciplinary teams with sensitivity and respect for diversity;
Committed to continuous learning and proactive and mature attitude towards self-development;
Willing to travel frequently within the region
• 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, promotes the IUCN One Programme approach.
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/
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.