Recruiter: International Union for Conservation of Nature (IUCN) , Nairobi | Contract Type: Permanent | Salary range: Confidential

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Project Administrative Assistant - Drylands Initiative

Education;

  • Specialized certification in Administration Office Management and/or Business Management or a related field. University Degree in Business or Public Administration or related field is desirable.

Work Experience:

  • At least 5 years of relevant administrative or programme experience is required at the national or international level

  • Excellent working knowledge of Microsoft packages including knowledge of word processing, spreadsheet and database packages, and electronic communication tools

  • Experience in handling of web based management systems

  • Demonstrated experience with budget management and procurement processes

  • Demonstrated experience with organising meetings, workshops and training events

  • Experience in interacting confidently with diverse stakeholders including with government officials and local communities

  • Hands-on experience in report writing.

Language Proficiency;

  • Fluency in English, both written and verbal IUCN is a tri-lingual organisation and knowledge of French or Spanish is an advantage.

Responsibilities

MAJOR RESPONSIBILITIES;

The incumbent will support the Global Drylands Initiative (GDI), in tasks related to the administration of several global-scale drylands projects, including but not limited to The Participatory Rangeland and Grassland Assessment (PRAGA), the Nature-based-Solutions to drought (NbS drought). The Project Administrative Assistant will provide support to the GDI Program team in following IUCN processes and contractual requirements related to project reporting, procurement, contract management, logistics, filing, and delivery of specific tasks associated with project implementation, such as communications and online content and data management. The Project Administrative Assistant will also schedule and coordinate internal events and meetings within GDI and with the wider Global Ecosystem Management Programme (GEMP), and the Nature based Solutions Group. Admin support to other GEMP units may also be provided on request.

SPECIFIC DUTIES;

Administrative support;

  • Prepare, process and monitor donor contracts, partnership agreements, consultancy agreements and other contracts according to IUCN’s policies, with relevant disbursement timelines;

  • Support the establishment and maintenance of an efficient records system in a manner that allows easy access and retrieval. This includes maintaining donor and other contractual records and final project deliverables;

  • Maintain and update relevant entries in the IUCN project portal;

  • Arrange for procurement of equipment, supplies and services as required in accordance with the project work plan;

  • Manage clearance processes for purchase orders and all contractual arrangements for works and services (including consultant contracts and sub-contracting institutions). This includes preparation of clearance documents, obtaining approval in accordance to Internal Control System (ICS) procedures;

  • Initiate and prepare disbursements in accordance with activities and budgets of approved contracts;

  • Maintain expenditures control system, in collaboration with the Finance team, and review monthly finance reports to ensure alignment with project budgets and correct allocation to budget lines, reporting monthly to the SPO;

  • Provide support to the Programme team in the preparation and monitoring of quarterly and annual work plans and budgets and to prepare project budget revisions and determination of unutilized funds;

  • Assist in the preparation and timely submission of technical and financial reports to donors;

  • Supporting the planning and execution of workshops and events, and drafting of key outcomes of workshop/meetings;

  • Prepare meeting minutes and follow-up action points from Programme or Project meetings and draft summary session reports and key outcomes for workshops and conferences;

Logistics;

  • Coordinate and assist in making travel arrangements for national and international consultants/ experts and programme staff for domestic and international project-related travels, including preparing Travel Authorizations and Advances, preparing a travel folder per trip and compiling the travel expense claim in accordance with IUCN timelines and procedures;

  • Provide logistical support to programme activities (trainings, meetings, conferences and workshops) making sure that all aspects and details of such events are covered. This includes coordination of all aspects of travel, accommodation and conferencing facilities and potentially preparing relevant background documentation and publicity materials for the event;

  • Support programme staff on the ground during trainings, meetings, conferences and workshops to ensure smooth execution of these events.

Support internal and external coordination and communication;

  • Coordinate, schedule and organise meetings between GDI and GEMP staff and other parts of IUCN;

  • Maintain a group calendar and schedule of events;

  • Liaise with external partners to schedule meetings;

  • Provide support to finalizing publications, including coordinating input of reviewers and editors and following IUCN editorial board procedures;

  • Contribute to the communication of project outputs, i.e. help with publications, social media, web stories etc. as requested by programme staff;

Support the preparatory work on technical/position papers for the relevant international conferences (CoPs, etc.);

  • Assist in collecting relevant project data;

  • Assist in the GDI webpage maintenance, including uploading relevant material;

  • Contribute to writing concept notes and project proposals;

  • Carry out other relevant task as assigned by, and agreed with, the line manager.


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