Administration Assistant IUCN - International Union for Conservation of Nature
SPECIFIC DUTIES AND RESPONSIBILITIES
Office Management
- First point of contact for the IUCN Brussels office
- Assist in updating and implementing office policies
- Assist in updating health and safety policies and ensuring that they are being adhered to
- Handling staff and tenants complaints and inquiries
- Maintain office correspondence
- Ensuring an adequate supply of stationery and equipment in the office
- Ensuring a safe work environment for employees
- Maintaining the office equipment and scheduling repairs whenever necessary.
- Maintaining confidentiality of sensitive data
- Performing other office management related services
- First point of contact for the IUCN Brussels office
- Assist in updating and implementing office policies
- Assist in updating health and safety policies and ensuring that they are being adhered to
- Handling staff and tenants complaints and inquiries
- Maintain office correspondence
- Ensuring an adequate supply of stationery and equipment in the office
- Ensuring a safe work environment for employees
- Maintaining the office equipment and scheduling repairs whenever necessary.
- Maintaining confidentiality of sensitive data
- Performing other office management related services
Maintenance of office records
- Designing a filing system and keeping it up-to-date
- Developing a procedure for maintaining records
- Making a yearly inventory
- Designing a filing system and keeping it up-to-date
- Developing a procedure for maintaining records
- Making a yearly inventory
Administrative support to staff:
- Serve as minutes taker at various meetings as requested
- Provide logistical support for the organization of meetings, workshops and conferences, including assistance in preparation of briefing materials and dissemination of documents
- Manage logistical arrangements of the office, including organizing travel, accommodation, visas and meetings for IUCN staff, travel within the region on demand
- Manage a collective calendar of duty travel, absences and leaves
- Collect and verify signed time-sheets prepared by employees
- Be a focal point for HQ Enterprise Resource Planning (ERP) team in relation to administrative portals
- Perform other support duties as may be required
- Serve as minutes taker at various meetings as requested
- Provide logistical support for the organization of meetings, workshops and conferences, including assistance in preparation of briefing materials and dissemination of documents
- Manage logistical arrangements of the office, including organizing travel, accommodation, visas and meetings for IUCN staff, travel within the region on demand
- Manage a collective calendar of duty travel, absences and leaves
- Collect and verify signed time-sheets prepared by employees
- Be a focal point for HQ Enterprise Resource Planning (ERP) team in relation to administrative portals
- Perform other support duties as may be required
Role with the Senior Management
- Arranging regular meetings with the staff and externals for the Director
- Organizing/arranging appointments, travel, and accommodation for the Director
- Preparing a timesheet for the Director and getting his signature
- Arranging regular meetings with the staff and externals for the Director
- Organizing/arranging appointments, travel, and accommodation for the Director
- Preparing a timesheet for the Director and getting his signature
REQUIREMENT
- Office procedures coursework combined with related financial and administrative experience of 2-3 years
- The incumbent would normally attain the required knowledge and skills through completion of Secondary school
- Effective verbal and written communications skills in English and Dutch or French
- Knowledge
- knowledge of office administration
- ability to maintain a high level of accuracy in preparing and entering information
- ability to maintain a high level of accuracy in preparing and entering information
- Skills
- excellent interpersonal skills
- team building skills
- analytical and problem solving skills
- attention to detail and high level of accuracy
- very effective organizational skills
- computer skills including spreadsheet and word processing programs, and e-mail at a highly proficient level
- team building skills
- analytical and problem solving skills
- attention to detail and high level of accuracy
- very effective organizational skills
- computer skills including spreadsheet and word processing programs, and e-mail at a highly proficient level
- Personal Attributes
The incumbent must also demonstrate the following personal attributes:
- be honest and trustworthy
- be respectful
- possess cultural awareness and sensitivity
- demonstrate sound work ethics
- be honest and trustworthy
- be respectful
- possess cultural awareness and sensitivity
- demonstrate sound work ethics
APPLICATIONS
Applicants are requested to apply online through the HR Management System, by opening the vacancy announcement and pressing the "Apply" button.
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/
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