IUCN,
International Union for Conservation of Nature, helps the world find pragmatic
solutions to our most pressing environment and development challenges.
IUCN works on biodiversity, climate change, energy, human livelihoods and greening the world economy by supporting scientific research, managing field projects all over the world, and bringing governments, NGOs, the UN and companies together to develop policy, laws and best practice.
IUCN is the world’s oldest and largest global environmental organization, with
more than 1,200 government and NGO members and almost 11,000 volunteer experts
in some 160 countries. IUCN’s work is supported by over 1,000 staff in 45
offices and hundreds of partners in public, NGO and private sectors around the
world.IUCN works on biodiversity, climate change, energy, human livelihoods and greening the world economy by supporting scientific research, managing field projects all over the world, and bringing governments, NGOs, the UN and companies together to develop policy, laws and best practice.
The IUCN Global Thematic Ecosystem Based Adaption Programme (EBAP), formerly called the Ecosystem Management Programme (EMP) is an IUCN programme that promotes the sound management of Ecosystem Approach – a strategy for the integrated management of land, water and living resources that places human needs at its centre.
The programe has taken lead in terms of coordination and integration in IUCN with respect to Drylands, Ecosystem Based Adaptation, Disaster Risk Reduction, the Red List of Ecosystems, and the Union’s work on Islands.
Owing to the restructuring of the programme, the following positions to be based in Nairobi, Kenya are being recruited:
Title: Administrative Assistant
Scope: Responsibility, at the global thematic programme level, to assist in the overall administration of the Ecosystem Based Adaptation Programme (EBAP)
Duty station: EBAP, Nairobi, Kenya – though this is a global position
Start date: 1st January 2012
Contract duration: 2 year renewable based on satisfactory performance and adequate funding
Work percentage: EBAP 100%
Reporting to: Head EBAP
Job Grade A2
Duties:
Programme administration
- Provide
administrative support for EBAP, particularly in Nairobi, to ensure smooth
running of day-to-day operations. This includes attending to requests,
photocopying of documents, mailing, filing, dissemination of information,
and other miscellaneous tasks.
- Handle
and maintain sensitive and confidential correspondence, financial and
personnel matters and reports for which knowledge of security procedures
is required.
- Assist
with logistics for EBAP with respect to global events such as the World
Conservation Congress, etc.
- Acts
as a liaison between EBAP and other IUCN Offices, including identification
of matters that require follow up and bring them to the attention of the
Head EBAP.
- Make
appointments as requested and maintain an appointments diary. Prepare the
necessary correspondence and reports prior to the meeting.
- Help
organise travel EBAP staff, including flight bookings (including
ticketing), visa application, hotel reservations, airport pickups etc
- Provide
support in organising workshops and meetings in various hotels, booking
conference rooms and making arrangements for the required facilities and
equipment. To prepare invitation letters, budgets for the meeting, travel
arrangements, visa etc and making sure participants are updated regularly
on logistic arrangements.
- Handle
miscellaneous office queries politely and diplomatically both on the
telephone and personally in the absence of the relevant staff member.
- Maintain
donor and other contractual records. This entails receiving contracts,
ensuring that the appropriate sign off sheets are completed and the signed
copied are properly filed.
- Support
communication of project outputs in available media (e.g. print, web) in
accordance with IUCN’s policies, guidelines and standards.
Other Duties
- Ensure
compliance with IUCN standards and systems for project development,
including entering concepts and proposals into the ERP.
- Maintain
close working relationships with ESARO staff, as the position is based in
Nairobi, particularly in support services.
Competencies:
- A
minimum of a Diploma in Project Administration and/or Business Studies
(with at least division 2 or a credit “C” in O-levels). A Bachelors degree
in Business or related field would be preferred.
- A
minimum of 3 years experience in an administrative role
- Must
be proficient in oral and written English. A working knowledge of French,
Arabic and/or Spanish will be an added advantage.
- Proficiency
in the use of computer programs for:
- Microsoft
Office Suite (Word, Outlook, Excel)
- Internet
- Excellent
writing, proofreading and editing skills
- Proven
ability to respond to multiple demands and set priorities
- Respect
for different cultures and customs
Personal characteristics
The Administrative Assistant will demonstrate competence in the following areas:
The Administrative Assistant will demonstrate competence in the following areas:
- Relationships:
Maintain positive working relationships with others, both internally and
externally.
- Needs
Assessment: Anticipate, understand, and respond to the needs of members
and other clients to meet or exceed their expectations.
- Teamwork: Work
cooperatively and effectively with others to set goals, resolve problems,
and make decisions to enhance organizational effectiveness; ability to
undertake self-directed tasks when necessary.
- Organization:
Excellent time management skills; attention to detail; the capacity to
prioritize by assessing situations to determine urgency; ability to
develop a work schedule, set goals, create / implement actions plans and
monitor progress towards goals; and ability to make clear, timely
decisions.
Applicants are asked to submit their CV in English and a supporting letter of motivation detailing how they meet the above requirements, along with the names and contact details of three referees, one of whom should be a recent employer by e-mail before 10th February, 2012 to: IUCN Eastern and Southern Africa Regional Office
Email: earohr@iucn.org .
IUCN is an Equal Opportunity employer
Only shortlisted candidates will be contacted