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Administration Assistant

Vacancy #:   6679
Unit:   Sri Lanka Corporate
Organisation:   International Union for Conservation of Nature (IUCN)
Location:   Sri Lanka Country Office, Colombo, Sri Lanka
  Pelawatta, Battaramulla.
Reporting to:   Finance and Administration Manager
Work percentage:   100%
Grade:   A1
Expected start date:   27 May 2024
Type of contract:   Fixed-term (24 months with possibility of renewal)
Closing date:   09 April 2024 (extended)
BACKGROUND
This is a local recruitment, Only Sri Lankan residents could apply. We will interview candidates on a rolling basis and may close the position before the closing date.

IUCN is a Membership Union uniquely composed of both government and civil society organizations. It provides public, private and non-governmental organizations with the knowledge and tools that enable human progress, economic development and nature conservation to take place together. IUCN Sri Lanka’s programs support sustainable natural resource management initiatives of Members and Partners.

Reporting to the Finance & Administration Manager, the incumbent will be responsible for providing support as the administration assistant ensuring compliance to all administrative policies and procedures of the Organization. Major responsibilities include assisting in doing procurements, logistic arrangements, assisting in managing inventories and vehicle maintenance etc.
JOB DESCRIPTION
KEY RESPONSIBILITIES

The Administration Assistant will ensure that general office administration and procurement related supports are provided timely and efficiently.

SPECIFIC DUTIES

Detailed responsibilities of the position are as follows:

1. Assist in the procurement of goods and services
2. Assist in arranging the supplier payments
3. Assist in arranging the meetings/workshops
4. Manage inventories of the field training and operational equipment. Maintain appropriate logs and entries of the movements
5. Assist facility management activities including facility inspection, contracts, and facility monitoring.
6. Ensure clean, safe, healthy and functional working environments always.
7. Update vehicle maintenance records, monthly utility and fuel records
8. Prepare summary report for monthly communication charges
9. Prepare monthly overtime records of support staff
10. Update and maintain contact lists
11. Perform duties assigned to the front desk, when needed
12. Carry out any other responsibilities entrusted by the supervisor
REQUIREMENTS
  • Professional:

A diploma or higher qualification in Business Administration or a closely related field is required
Experience of at least one year in the relevant field
An interest in technology and familiarity with handling IT devices are desirable attributes
Knowledge of Microsoft Office applications is required

Competencies:

Attention to detail is required
High level of personal integrity

Languages/Other:

Very good language skills in English and Sinhala (writing, speaking and reading) and a working knowledge of Tamil would be an advantage.
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: https://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 1,400 Member organisations and around 16,000 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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