The Administrative Assistant will provide secretarial and administrative support to IUCN India Country Programme Office and its projects and programmes. He/she will be responsible for ensuring the smooth running of the day-to-day operations.
SPECIFIC DUTIES AND RESPONSIBILITIES
• Facilitate maximum operating efficiency of the Country Programme Office through general secretarial support and day to day administration of operations, information and networking;
• Organize travel and accommodation arrangements for programme/project staff and participants, itineraries and notifications (including travel bookings, tickets, cash advances, travel approval forms, local pick-ups and transport, visa, accommodation requirements);
• Assist in arranging hotel bookings, air tickets, train tickets and visa letters for IUCN Staff and other guests upon receipt of the relevant information and documents;
• Prepare Travel Authorizations (TAs), Expense Claims (ECs) and maintain records of all TAs and ECs after approval;
• Submit invoices with all the relevant supporting documents to finance unit for payment;
• Attend to and record telephone calls, email messages, visitors and queries on the relevant programmes with appropriate actions and responses;
• Help in maintaining records and registering all stationary and other consumable items and updating them on regular basis;
• Maintain the fixed assets register of India office and ensure regular updates as per IUCN policies and guidelines;
• Ensure all staff complete time sheets on a monthly basis and submit copies to the finance officer by the end of each month;
• Develop and maintain a computerized mailing list, as well as an information database on the programme’s principal contact addresses, telephone, email and fax numbers;
• Through regular liaison with office administration, ensure that programme office space is well maintained, neat and secure, that all equipment are well maintained and in good working condition, and that stationery is sufficiently supplied and accounted for;
• Obtain quotations for the India Office purchases according to the IUCN India Procurement policy;
• Ensure all service and maintenance contracts are renewed and administer them by liaising with the relevant companies;
• In coordination with the line manager and under the guidance from the Regional HR Manager, Asia, support transactional HR activities in the India Country Programme Office and provide support in recruitment activities such as sending candidate invitations, travel and onboarding, as required.
• Carry out any other relevant tasks that may from time to time be requested by the line manager.
|• Bachelor’s Degree in Business Administration, Management, Public Administration, or a relevant field
• Minimum of 3 years’ relevant experience in carrying out administrative-related functions
• Knowledge of, and prior experience in facilitating HR-related transactions a distinct advantage
• Excellent organization skills is a must
• Fluent in the English language (verbal/written)
• Proficient in the use of office application (MS Word, Excel) and other web-based/online management tools and systems
Applicants are requested to apply online through the HR Management System, by opening the vacancy announcement and pressing the “Apply” button.
Applicants will be asked to create an account and submit their profile information. Applications will not be accepted after the closing date. The vacancy closes at midnight, Swiss time (GMT+1 / GMT+2 during Daylight Saving Time, DST). Please note that only selected applicants will be personally contacted for interviews.
Other job opportunities are published in the IUCN website: http://www.iucn.org/involved/jobs/
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, 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.
To apply for this job please visit the following URL: https://hrms.iucn.org/vacancy/2628 →