This is a local recruitment. Only Indian nationals, individuals with residence status or the appropriate employment visa for India are eligible to apply. The remuneration and benefits package for this position is established with reference to the local labour market and in line with the IUCN conditions of service for India.

MAJOR RESPONSIBILITIES

The Administrative Assistant will provide secretarial and administrative support to IUCN India Country Programme Office and its projects and programmes. He/she will be responsible for ensuring the smooth running of the day-to-day operations.

SPECIFIC DUTIES AND RESPONSIBILITIES

• Facilitate maximum operating efficiency of the Country Programme Office through general secretarial support and day to day administration of operations, information and networking;
• Organize travel and accommodation arrangements for programme/project staff and participants, itineraries and notifications (including travel bookings, tickets, cash advances, travel approval forms, local pick-ups and transport, visa, accommodation requirements);
• Assist in arranging hotel bookings, air tickets, train tickets and visa letters for IUCN Staff and other guests upon receipt of the relevant information and documents;
• Prepare Travel Authorizations (TAs), Expense Claims (ECs) and maintain records of all TAs and ECs after approval;
• Submit invoices with all the relevant supporting documents to finance unit for payment;
• Attend to and record telephone calls, email messages, visitors and queries on the relevant programmes with appropriate actions and responses;
• Help in maintaining records and registering all stationary and other consumable items and updating them on regular basis;
• Maintain the fixed assets register of India office and ensure regular updates as per IUCN policies and guidelines;
• Ensure all staff complete time sheets on a monthly basis and submit copies to the finance officer by the end of each month;
• Develop and maintain a computerized mailing list, as well as an information database on the programme’s principal contact addresses, telephone, email and fax numbers;
• Through regular liaison with office administration, ensure that programme office space is well maintained, neat and secure, that all equipment are well maintained and in good working condition, and that stationery is sufficiently supplied and accounted for;
• Obtain quotations for the India Office purchases according to the IUCN India Procurement policy;
• Ensure all service and maintenance contracts are renewed and administer them by liaising with the relevant companies;
• In coordination with the line manager and under the guidance from the Regional HR Manager, Asia, support transactional HR activities in the India Country Programme Office and provide support in recruitment activities such as sending candidate invitations, travel and onboarding, as required.
• Carry out any other relevant tasks that may from time to time be requested by the line manager.