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Adminstrator Job in Nairobi Kenya

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.

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: Programme Adminstrator

Responsibility, at the global thematic programme level, the overall administration of the Ecosystem Based Adaptation Programme (EBAP)

Duty station: EBAP, Nairobi, Kenya – though this is a global position

Contract duration: 2 year renewable based on satisfactory performance and adequate funding

Work percentage: EBAP 100%

Reporting to: Head EBAP

Job Level A3


Programme administration

  • Support the overall management of projects within the EBAP Progamme Portfolio in coordination with the Head of EBAP, unit heads and other team members, ensuring performance monitoring, efficiency and effectiveness.
  • Assist with the development and administration of annual work-plans, budgets, internal agreements, contracts and progress reports so that they are developed on time and in the right format for IUCN, collaborating partners, steering committee and donors;
  • Maintain the EBAP ABC list, and take responsibility for its regular updating
  • Ensure that all EBAP project proposals follow the correct approval process and are entered into the ERP projects portal in a coherent manner
  • Ensure that due diligence in the planning, monitoring and evaluation and reporting of assigned project activities is achieved and reports are provided on time;
  • Assist the management of portfolio-related expenditures in accordance with IUCN procurement procedures, and in collaboration with the Finance officers;
  • Ensure that staff time and overhead costs and other charges are recovered from the portfolio of project interventions;
  • Ensure the collection, collation, reporting, organization, and archiving of all project data and documents including the update of internal knowledge systems;
  • Provide assistance in developing donor reports for assigned projects and coordinate with finance to ensure timely financial reporting;
  • Provide follow up support and tracking of administrative, programmatic and financial issues as requested by the Head of EBAP
  • Under the guidance of the Head of EBAP, liaise with donors over project implementation and reporting and represent IUCN in donor meetings where required.
  • In coordination with the Head of EBAP, assist with the selection and appointment of consultants following acceptable procurement practices, to carry out specific tasks and oversee delivery of quality products;
  • Support communication of project outputs in available media (e.g. print, web) in accordance with IUCN’s policies, guidelines and standards.
EBAP Portfolio Development

Some of the projects in the portfolio will be funded project interventions under implementation, others will be early concepts, others developed concepts that are being negotiated with donors.

All of the developing and funded projects combined constitute the EBAP Portfolio.

The Portfolio should be managed in a way to sustainability of the portfolio, and contribute to the overall EBAP.
  • Working closely with other EBAP staff and the Head of EPAB, provide input as required into the development of concepts and proposals that are in line with the IUCN Programme in terms of programme administration and entry into the ABC lists and ERP;
  • Ensure that new projects adhere to the global guidelines for Project development, and ensure that necessary inter-regional consultations are conducted where relevant;
  • Ensure compliance with IUCN standards and systems for project development, including entering concepts and proposals into the ERP.
Other Duties
  • Maintain close working relationships with ESARO staff, as the position is based in Nairobi, particularly in support services.
  • Support EBAP to manage and develop relationships between IUCN and its implementing partners in coordination with the Head of Programme. This will include that EBAP partners are appraised of and satisfied with project progress, maintaining a simple partner database;
  • Support EBAP to manage, oversee and develop relationships with donors, ensuring that donors are appraised of and satisfied with project progress, and maintaining a simple donor database.
  • Qualified to Degree level in environmental or social sciences and a minimum of three years related work experience. University degree in business management, administration or a technical subject relevant to the work of IUCN (environment/conservation, natural resources management or related field) with a least three years working experience
  • Demonstrated project management skills with strong ability to manage budgets and track finances experience in project management
  • Experience in program logistics and project administration Extensive experience in project administration including deep knowledge of financial, Procurement, administrative practices and project reporting
  • Must be highly organized, detail-oriented, and self-motivated ability to multi-task and manage time well
  • Excellent interpersonal and oral and written communication skills; Proficiency in English a must,
  • 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;
  • Computer proficiency in Word, Excel, Outlook and PowerPoint.
  • Strong organizational skills and the capacity to analyse and prioritise needs.
  • Capacity to work under pressure and to meet tight deadlines.
  • Strong Report writing skills

Applicants are asked to submit their CV in English and a supporting letter of motivation 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 

IUCN is an Equal Opportunity employer

Only shortlisted candidates will be contacted

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