Administrative Assistant

JOB DESCRIPTION

MAJOR RESPONSIBILITIES

• Assist the Programme Manager in managing files;
• Classify various reference documents (correspondence, copies of protocols, reports, etc.);
• Manage the Office’s general electronic messaging and ensure its smooth running;
• Manage the operation of the mail office and ensure its smooth running;
• Be the focal point and manage the file of IUCN Members in Senegal;
• Be the interface and focal point for NGOs, Associations and Networks
• Monitor maintenance, temporary admissions and vehicle insurance;
• Manage the Office’s petty cash.

The Administrative Assistant may be assigned by the Programme Manager to any other task compatible with his/her main function and skills. He/She will make to the Programme Manager, where appropriate, any observations, suggestions, oral or written proposals with a view to improving the management of the Office as a whole.

SPECIFIC RESPONSIBILITIES:

• Manage the database of the Office’s Experts and Consultants;
• Follow up on events concerning the Office (meetings, missions, etc.)
• Follow up on “Staff Meetings” and retreats;
• Plan the various internal and external missions, in relation to the Administrative and Financial Service and the persons concerned;
• Organize seminars, workshops and meetings, in relation to the Administrative and Financial Service and the external structures concerned
• Write reports and minutes of the various meetings of the office;
• In agreement with the program manager, participate in the internal and external communication of the office;
• Assist the program manager and project managers in better planning and management of their missions inside and outside the country;
• Manage the Office’s relations with hotels, travel agencies and other service providers;
• Maintain a list of hotels for IUCN staff and partners on mission in Senegal and ensure reservations and other necessary support;
• Supervise drivers and coordinate vehicle movement;
• Monitor payment deadlines for office electricity, telephone and internet bills in collaboration with the finance and accounting department

QUALIFICATIONS AND SKILLS REQUIRED

• Bac +3 education
• in the field of Administration (commerce, management, accounting, finance, auditing) or equivalent.

Professional experience:

• Justify at least 3 years of experience
• Demonstrate experience working with international NGOs in the field of environment, conservation and sustainable development.
• Demonstrate experience in managing associations like IUCN members.
• Demonstrate in-depth skills in administrative writing
• Technical knowledge

Demonstrate good ability to establish, plan and coordinate own work plan;

• Demonstrate good skills in writing clearly and concisely; and to communicate well orally in French and English;
• Have good interpersonal skills, able to develop and maintain good relationships with people of various national and cultural backgrounds;
• Demonstrate good computer skills (Excel, world, access, etc.);

Language Requirements and Professionalism:

• Fluency in French and English, both written and oral, is required.
• Promote the interests, objectives and values ​​of the organization with diligence and professionalism;
• Take responsibility for individual and collective actions, promote IUCN’s “One Programme” approach;
• Adhere to the IUCN PACO core values ​​of transparency, openness, professionalism and accountability;
• Demonstrate excellent interpersonal skills to support networking and partnership building
• Have a strong team spirit, and the ability to work effectively with multicultural teams with great discretion;

Source: https://hrms.iucn.org/iresy/index.cfm?event=vac.show&vacId=11104&lang=fr