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Administrative and Technical Assistant

Vacancy #:   5697
Unit:   Protected Areas Programme PACO Regional (BF)
Organisation:   International Union for Conservation of Nature (IUCN)
Location:   Burkina Faso Programme Office, Ouagadougou, Burkina Faso
Reporting to:   Coordinateur du projet Gouvernance Régionale des Aires Protégées – PAPBio C2
Work percentage:   100%
Grade:   A3
Expected start date:   26 July 2021
Type of contract:   Fixed-term (12 months)
Closing date:   05 August 2021 (extended)
BACKGROUND
Our mission: «Influence, encourage and assist societies throughout the world to conserve the integrity and diversity of nature and to ensure that any use of natural resources is equitable and ecologically sustainable»

IUCN is a world leader in developing knowledge and understanding of efficient conservation actions. It is a membership Union composed of States, government agencies and NGOs, as well as approximately 10000 scientists and from 181 countries in a unique world partnership. It provides a neutral forum for dialogue on environment and sustainable development related issues.

The European Union in the frame of its indicative Regional Programme 2014-2020 in West Africa (11th European Development Fund) is funding the PAPBio Program “Programme d’appui pour la préservation de la biodiversité et les écosystèmes fragiles, à la gouvernance régionale et au changement climatique en Afrique de l’ouest (ROC/FED/039-269)” encompassing the project “ Gouvernance Régionale des Aires Protégées en Afrique de l’Ouest, PAPBio-Gouvernance”.

MISSION
Under the supervision of the coordinator of the PAPBio – Gouvernance project, the assistant has the mission to execute, coordinate and manage the monitoring of the tasks requested by his supervisors as well as the other staff involved in the implementation of the activities of the project.
Moreover, the assistant is expected to perform any other tasks assigned to him or her as part of the smooth operation of the Biodiversity and Protected Areas Program hosting the PAPBio – Gouvernance project.
JOB DESCRIPTION
I. GENERAL RESPONSABILITIES

o Assist members of the project team in executing administrative tasks in accordance with the IUCN manual of procedures and specific financing agreements;
o Assist members of the team in executing technical tasks such as drafting project reports and annual reports, reviewing technical documents (project documents, studies, ToR, contracts, etc);
o Assist members of the team in organizing or in participating to meetings;
o Efficiently organize and manage equipment and other office’s logistical materials;
o Assist in planning Projects’ activities;
o Perform other duties to be assigned by members of the project.

II. SPECIFIC TASKS

3.1. Administration of the project

 Ensure and coordinate all secretariat work (letters, including emails);
 Organize staff travels (assist with travel authorizations, STO, BTOR and mission order), and assist with claims upon return;
 Organize the logistics of workshops, seminars, and internal and external meetings, including short and long-term training sessions;
 Manage the recruitment of consultants in the framework of projects’ implementation;
 Keep record and distribute meeting reports, and other reports and documents produced by the project;
 Periodically monitor and evaluate the state of stocks, and organize procurement of goods and services when necessary ;
 Supervise, in collaboration with members of the team, the maintenance of office’s equipment and materials ;
 Carry out other relevant tasks on request and agreement with the line manager. This might include assistance to ensure the smooth operation of the Biodiversity and Protected Areas Program.

2.2. Technical support

 Draft consultants’ contracts taking into account IUCN’s procedures, in collaboration with the project accountant, the project officers, and the project coordinator;
 Provide support in planning project’ activities, monitoring and evaluation and reporting in collaboration with the relevant staff of the project;
 Assist the project team to keep updated the data entry into the Project Portal;
 Provide support with communication, outreach and information dissemination;
 Reporting:

- Provide support with the drafting of workshops’ and seminars’ reports;
- Draft minutes of internal meetings;
- Provide support with the drafting of project reports (semi-annual, annual);
- Coordinate the collection of data/information necessary for drafting the above mentioned reports;
 Facilitate the execution of project’ audits, in collaboration with the accountant of the project, and assist the implementation of the recommendations;
 Facilitate the execution of project’ technical reviews in collaboration with the relevant project officer, and assist the implementation of the recommendations;
 Carry out other relevant tasks on request and agreement with the line manager. This might include assistance to ensure the smooth operation of the Biodiversity and Protected Areas Program.
REQUIREMENTS
  • Great discretion on strategic and financial information

• Good adaptation capacity

• Good communication and inter-personal skills

• Rigorous and accurate in his work

• Team work

• Creativity and innovative management

• Good organization and conflicts resolution capacities

• Very good knowledge of French

• Working knowledge of English is an asset

• Higher level education in administration/secretarial or any other relevant field

• Demonstrate a good experience in project management

• Have good command of French. Good knowledge of English is an asset

• Have minimum of three (03) years work experience as Administrative and technical Assistant or Executive Assistant preferably with Public Service, Non-Governmental Organization or International Organization

• Be computer literate with proven knowledge of software (such as word processing, spreadsheets, e-mail and Internet)
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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