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Executive Officer

Vacancy #:   2766
Unit:   ESARO - Office of the Regional Director
Organization:   International Union for Conservation of Nature (IUCN)
Location:   Eastern and Southern Africa Regional Office, Nairobi, Kenya
Reporting to:   Regional Director - Eastern and Southern Africa
Work percentage:   100%
Grade:   P1
Expected start date:   01 September 2018
Type of contract:   Fixed-term (36 months with possibility of renewal)
Closing date:   06 April 2018
BACKGROUND
The Executive Officer shall provide a wide range of complex strategic and operational support to the Regional Director and the Regional Programme Coordinator. The Executive Officer will enhance the Regional Director and Regional Programme Coordinator’s capacity to engage effectively and strategically on key IUCN ESARO issues. She/he will work closely with other members of the management and leadership team to ensure efficient flow of information and actions on instructions. The Executive Officer must be a confident, assertive and self-motivated with first-rate communication skills and experience working with senior stakeholders. The role also demands strong programme coordination, problem-solving and organizational skills and would suit an individual who enjoys working in a varied and challenging environment.

Summary of Key Functions:
• Provide effective executive-level support to the Regional Director and Regional Programme Coordinator;
• Manage the Regional Director’s relations with internal and external partners;
• Manage the accurate and coordinated flow of communication in and out of the Office of the Regional Director;
• Coordinate special projects in the Office of the Regional Director;
• Ensure proactive engagement, communication and interaction with members of IUCN ESARO (staff, IUCN Members, Commissions, Council, partners) by the Office of the Regional Director in order to strengthen IUCN ESARO’s role in carrying out its mission in the region.
JOB DESCRIPTION
1. Provide support to the Regional Director and the Regional Programme Coordinator in delivering the organisation’s overall strategic objectives;
2. Manage the Regional Director and Regional Programme Coordinator’s daily work (diary/email management, meetings/events, travel logistics, correspondence, etc.)
3. Manage the Regional Director’s relations with external partners and donors;
4. Ensure the Regional Director and Regional Programme Coordinator has necessary preparatory/briefing documents in advance of meetings and appointments;
5. Design and manage a tracking systems to ensure ad hoc actions are followed through to completion;
6. Draft documents, letters and reports. This includes editing and reviewing documents drafted by others for dissemination by the Regional Director and Regional Programme Coordinator.
7. Develop effective systems and procedures to ensure that the Office of the Regional Director and Regional Programme Coordinator runs efficiently and effectively;
8. Coordinate the IUCN ESARO Regional Management Team and Regional Leadership Team meetings. This includes minute taking, tracking decisions and reporting on IUCN’s management/leadership meetings;
9. Ensures the Regional Director receives regular and timely progress reports from unit heads reporting directly to him/her, including regular meetings with the heads of such units;
10. Oversee the Regional Director’s Office’s finances;
11. Maintain an accurate paper and electronic filing system;
12. Ensure there is proactive engagement, communication and interaction with members/commissions by the Office of the Regional Director in order to strengthen IUCN’s role in carrying out its mission in the region
13. Support the Regional Director on all matters pertaining to the Regional Conservation Forum (RCF) and the World Conservation Congress (WCC).
14. Coordinate special projects in the Office of the Regional Director ensuring the timely and effective delivery of work plans and objectives. This includes but not limited to:
• Compiling and disseminating program materials and documents
• Support implementation of new initiatives and projects
• Conducting policy research, analysis and literature review, as assigned
• Preparing briefs on key program issues, as assigned
• Supporting programme assignments in the Office of the Regional Director and Regional Programme Coordinator
15. Any other duties as assigned by the Regional Director / Regional Programme Coordinator
REQUIREMENTS
  • Bachelor Degree in Business Administration, Social Sciences or related field; Post graduate qualifications added advantage;

• A minimum of 5 years of work experience as an Executive/Personal Assistant ideally at Director’s level;

• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint);

• Fluency in English, both written and verbal is a must;

• Maintains a high degree of discretion and confidentiality in work;

• Demonstrated ability to carry out basic research and searches (e.g. using online sources) and organize summaries

• Excellent written and verbal skills with an ability to adapt style of communication to suit the relevant audience;

• Ability to liaise with a wide range of people, often at a high level both internally and externally and with credibility, tact and diplomacy, and build strong working relationships;

• Demonstrate a high level of competence in analyzing and synthesizing complex issues across a wide spectrum of technical and managerial areas

• Excellent organizational and project management skills and demonstrated ability to manage multiple projects;

• 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.

• Responds positively to critical feedback and differing points of views

• Demonstrated ability to work with limited supervision and manage work in demanding environment;

• Committed to continuous learning and self-development.
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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