Membership Relations Officer

Vacancy #:	310
Unit:	Programme Office for South Eastern Europe
Location:	Programme Office for South Eastern Europe, Belgrade, Serbia
Reporting to:	Regional Director - Europe
Work percentage:	100%
Function group:	P1
Expected start date:	01 February 2012
Type of contract:	Fixed-term (until 31 January 2013)
Closing date:	29 December 2011

BACKGROUND

Under the direct reporting line of the Regional Director for Europe in Gland, Switzerland and under daily guidance of the Director of the Programme Office for South Eastern Europe in Belgrade, Serbia, the European Membership Relations Officer shall be responsible for the management of relations with IUCN Members in Europe. He/she will work in close coordination and cooperation with the Regional communications team in Brussels, as well as in close cooperation with the IUCN Constituency Support Unit in IUCN Headquarters in Gland and the IUCN National Committees in Europe.
The European Membership Relations Officer will be based in IUCN Programme Office for South Eastern Europe, but will have regional responsibilities, which will require regular travel to Gland, Brussels and other parts of Europe. The Membership Relations Officer will not be responsible for fundraising per se, but will contribute to resource mobilisation for the European Programme where and when possible.

SPECIFIC DUTIES AND RESPONSIBILITIES

1. Membership Inquiries and Recruitment.
Assist the Constituency Support Unit (CSU) in handling membership inquiries for all organizations in Europe
• communicate with interested organizations on how to apply to become a Member of the Union
• Help to develop a Membership recruitment strategy for Europe
• Actively explore applications for State Membership and for membership of targeted non-government organizations in Europe
• enter into the IUCN electronic database those organizations that appear to be eligible for membership as potential members.

2. Membership Admission and Administration of Membership Dues
Be responsible for providing CSU with the necessary information as required by Council’s Membership Committee and in line with statutory requirements to allow presentation of relevant applicant(s) to Council. This will also include applications from National and Regional Committees applying for official recognition
• on receipt check completeness of application,
• request member number from CSU and enter the detailed information of the applicant organizations in Knowledge Network in consultation with CSU,
• complete Internal Assessment Sheet for each application,
• translate application papers into English, if necessary,
• establish member’s profile in consultation with CSU,
establish dues group in consultation with CSU,
• send fully completed application file to CSU,
• assist CSU in requesting additional information from applicants, if and when necessary.

Be responsible for day to day membership dues administration in Europe
• enter payments into the IUCN intranet system and issue acknowledgements of receipt for payments made
• assist CSU in the process of regularly reminding Members of their outstanding dues and respond to enquiries from Members with respect to dues
• assist CSU in the regular analysis of the membership dues situation in Europe including the drafting of reports to Membership Committee and Council,
• identify Members with arrears who would need follow-up by CSU.

3. Working with National Committees
Ensure good flow of communication between IUCN and the National Committees in Europe and assist such Committees to allow them to fulfill their roles and responsibilities
• capture up-to-date information from National Committees and enter the information in the Knowledge Network,
• participate in selected meetings to answer any membership related questions and brief the Regional Director and CSU,
• ensure that all communication to Members are copied to National Committees,
• keep track of all meetings of National Committees
• ensure that minutes of Committees’ meeting have been sent to the Regional Director and CSU and point out any points requiring action.
• Actively explore opportunities for creating new National Committees in Europe

4. Membership Engagement, including Retention
Work closely with the Regional Director and CSU to ensure that the necessary actions are taken to retain Members, especially State Members
• review and give input to all membership promotion materials, and ensure Members fully understand membership benefits
• Help to carry out an exit interview upon a Member’s withdrawal from IUCN

Collaborate with CSU in determining the profile of IUCN Members in Europe through the development and of an adequate system to record and manage relevant information. This will include information on the members’ fields of activity, expertise, interests, etc.
• capture up-to-date information from Members through an Update Form or online tools to be developed, and enter the updated information in IUCN Intranet to facilitate effective collaboration amongst Members and between Members, Commissions and Secretariat
• ensure that contact details of Members in the IUCN Intranet and other forms of registration are up-to-date,
• carry out feedback surveys to get feedback on satisfaction levels and understand the information needs of IUCN Members in Europe and share the findings with the Regional Director and CSU,
• contribute to the implementation of communication plans to respond to identified needs in Europe, including a Member’s newsletter and Member’s information on the IUCN Europe website

5. Preparation for World Conservation Congress
Ensure that European Members are well represented at the World Conservation Congress.
• Maintain and update list of Members in need that are eligible for financial support to attend the Congress
• Work with CSU and the Congress Unit to ensure that all eligible Members have access to support
• Coordinate travel and accommodation for supported Members from Europe
• Ensure that all activities carried out by Members from Europe are listed and circulated amongst European Members, National Committees, Commission experts, Councilors and staff
• In close collaboration with Regional Director and staff, ensure participation of Secretariat in activities organized by Members and National Committees where feasible and appropriate.

REQUIREMENTS

• Bachelors degree.

• Minimum of 3 years of experience in the Relations management, preferably in an international setting.

• Proven ability to manage institutional relationships.

• Experience in analyzing and preparing technical and financial reports.

• Capacity to work effectively under time pressure and extended hours if required and pre-approved by Director SEE.

• Willingness to travel within the region, sometimes at short notice.

• Fluency in English and at least one more official IUCN language (Spanish or French).

• Computer literacy.

• Only the applicants who will be pre-selected for an interview will be notified by IUCN.

SALARY

The gross annual salary for this position is in the range from EUR 22'887 to EUR 28'609.

APPLICATIONS

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).

Other job opportunities are published in the IUCN website: http://www.iucn.org/involved/jobs/