Administrative Assistant - Tenders Global

Administrative Assistant

International Union for Conservation of Nature

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Description

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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

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