Administrative Assistant Job Career 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: Administrative Assistant

Scope: Responsibility, at the global thematic programme level, to assist in the overall administration of the Ecosystem Based Adaptation Programme (EBAP)

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

Start date: 1st January 2012

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

Work percentage: EBAP 100%

Reporting to: Head EBAP

Job Grade A2

Duties:

Programme administration

• Provide administrative support for EBAP, particularly in Nairobi, to ensure smooth running of day-to-day operations. This includes attending to requests, photocopying of documents, mailing, filing, dissemination of information, and other miscellaneous tasks.
• Handle and maintain sensitive and confidential correspondence, financial and personnel matters and reports for which knowledge of security procedures is required.
• Assist with logistics for EBAP with respect to global events such as the World Conservation Congress, etc.
• Acts as a liaison between EBAP and other IUCN Offices, including identification of matters that require follow up and bring them to the attention of the Head EBAP.
• Make appointments as requested and maintain an appointments diary. Prepare the necessary correspondence and reports prior to the meeting.
• Help organise travel EBAP staff, including flight bookings (including ticketing), visa application, hotel reservations, airport pickups etc
• Provide support in organising workshops and meetings in various hotels, booking conference rooms and making arrangements for the required facilities and equipment. To prepare invitation letters, budgets for the meeting, travel arrangements, visa etc and making sure participants are updated regularly on logistic arrangements.
• Handle miscellaneous office queries politely and diplomatically both on the telephone and personally in the absence of the relevant staff member.
• Maintain donor and other contractual records. This entails receiving contracts, ensuring that the appropriate sign off sheets are completed and the signed copied are properly filed.
• Support communication of project outputs in available media (e.g. print, web) in accordance with IUCN’s policies, guidelines and standards.

Other Duties

• Ensure compliance with IUCN standards and systems for project development, including entering concepts and proposals into the ERP.
• Maintain close working relationships with ESARO staff, as the position is based in Nairobi, particularly in support services.

Competencies:

• A minimum of a Diploma in Project Administration and/or Business Studies (with at least division 2 or a credit “C” in O-levels). A Bachelors degree in Business or related field would be preferred.
• A minimum of 3 years experience in an administrative role
• Must be proficient in oral and written English. A working knowledge of French, Arabic and/or Spanish will be an added advantage.
• Proficiency in the use of computer programs for:
• Microsoft Office Suite (Word, Outlook, Excel)
• Internet
• Excellent writing, proofreading and editing skills
• Proven ability to respond to multiple demands and set priorities
• Respect for different cultures and customs

Personal characteristics

The Administrative Assistant will demonstrate competence in the following areas:

• Relationships: Maintain positive working relationships with others, both internally and externally.
• Needs Assessment: Anticipate, understand, and respond to the needs of members and other clients to meet or exceed their expectations.
•  Teamwork: Work cooperatively and effectively with others to set goals, resolve problems, and make decisions to enhance organizational effectiveness; ability to undertake self-directed tasks when necessary.
• Organization: Excellent time management skills; attention to detail; the capacity to prioritize by assessing situations to determine urgency; ability to develop a work schedule, set goals, create / implement actions plans and monitor progress towards goals; and ability to make clear, timely decisions.

Applications:

Applicants are asked to submit their CV in English and a supporting letter of motivation detailing how they meet the above requirements, 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

Email: earohr@iucn.org .

IUCN is an Equal Opportunity employer

Only shortlisted candidates will be contacted

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