Seascape Administrative Assistant

JOB DESCRIPTION

MAJOR RESPONSIBILITIES:

The Seascape administrative assistant will work under direct supervision of Finance and Administration Officer to provide both administrative support to project management for effective achievement of results and contribute to the delivery of operational priorities of the COR country and regional programme. The incumbent is expected to exercise full compliance with IUCN and donor programming, financial, procurement and administrative rules, regulations, policies and strategies, as well as implementation of the effective internal control systems.

SPECIFIC DUTIES:

• Project management: Develop, organize and maintain an administrative system for the COR programme, including projects correspondence, files, invoices, contracts, agreements and communication.
• Administrative support: Prepare agendas and arrange field visits, appointments and meetings both internal and external related to the project; This includes drafting minutes of Project Steering committee and other project related meetings.
• Record system: support the establishment and maintenance of an efficient records system. This includes maintaining donor and other contractual records. Ensure inclusion of relevant information in the IUCN Project Portal.
• Maintain records on all project personnel/national consultants and their respective status (contracts, ToRs, time and attendance – if appropriate, etc.) in accordance with accepted policies and procedures.
• Establish and maintain a proper inventory of all contracts issued in the project with relevant disbursement timelines and ensure entry into the IUCN Project Portal.
• Initiate and prepare disbursements in accordance with activities and budgets of approved contracts.
• Provide logistical support to programme activities (training, 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. Arrange for procurement of equipment, supplies and services as required in accordance with the project work plan.
• Manage clearance processes for Purchase Orders (POs) 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;
• Financial administration: Assist with basic financial tasks, such as processing invoices, expense reports, and reimbursements. Collaborate with the finance department to ensure accurate record-keeping and compliance with financial policies and procedures.
• Continuous improvement: Identify opportunities for process improvement and efficiency gains within the administrative functions of the organization. Propose and implement changes to streamline workflows and enhance productivity.
• Perform other duties as may be assigned from time to time.

REQUIREMENTS

POSITION REQUIREMENTS:

Education;

• Bachelor’s degree in business administration, accounting, or any related field

Work Experience;

• At least 3 years’ experience in project assistance in the fields of development and/or environment.
• Proven experience of working with national government institutions or international donors
• Senior level administrative and operational support.
• Demonstrated experience with budget management and procurement processes.
• Demonstrated experience with organizing meetings, workshops and training.

Language Proficiency;

• Fluency in French and English, both written and verbal and National languages as applicable in the specific seascapes

Source: https://hrms.iucn.org/iresy/index.cfm?event=vac.show&vacId=11060&lang=en