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Program & Communication Assistant, COR Programme
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BACKGROUND
BACKGROUND:
The IUCN Eastern and Southern Africa Regional Office (ESARO) operates in twenty-four countries in the Horn of Africa, east Africa, southern Africa and the Western Indian Ocean. The ESARO region is extremely rich in biodiversity with high number of endemic species and the largest remaining populations of iconic wildlife left on the continent. ESARO’s Programme focuses on biodiversity conservation through a diverse portfolio of projects and programmatic initiatives ranging from activities at the level of individual protected areas to shaping regional policy on biodiversity conservation.
The Coastal and Ocean Resilience (COR) Programme is responsible for marine and coastal issues, including biodiversity conservation, development and management of marine protected areas (MPAs), other effective conservation measures (OECMs) and their networks, blue economy, ecosystem and fisheries management, High Seas, blue carbon, marine spatial planning (MSP), marine pollution, integrated management and governance of coastal areas, adaptation to climate change and disaster risk reduction (DRR).
In order to accelerate and scale up efforts in the region towards coastal and ocean resilience, IUCN has been coordinating efforts, together with countries and partners, in developing the Great Blue Wall initiative. The Great Blue Wall is a Western Indian Ocean (WIO)-born, Africa-driven roadmap to achieve a nature positive world by 2030. It aims at unlocking unprecedented nature-based recovery efforts through the establishment of a transformational movement. The implementation of the Great Blue Wall initiative is premised on IUCN’s Eastern and Southern Africa’s Blue Resilience Programme Framework, that comprises three thematic pillars (Blue Planet, Blue Nature, Blue People) and one cross-cutting pillar (Blue Partnerships).
The Great Blue Wall initiative responds to challenges presented by an interconnected crisis, i.e. biodiversity loss - climate change – socioeconomic decline, and articulates three clear objectives to be achieved by 2030:
Effectively and equitably conserve at least 30% of the ocean by 2030;
Conserve and restore critical blue ecosystems to achieve net-gain by 2030;
Unlock the development of a regenerative blue economy that directly benefits coastal communities while also delivering conservation outcomes.
The IUCN Eastern and Southern Africa Regional Office (ESARO) operates in twenty-four countries in the Horn of Africa, east Africa, southern Africa and the Western Indian Ocean. The ESARO region is extremely rich in biodiversity with high number of endemic species and the largest remaining populations of iconic wildlife left on the continent. ESARO’s Programme focuses on biodiversity conservation through a diverse portfolio of projects and programmatic initiatives ranging from activities at the level of individual protected areas to shaping regional policy on biodiversity conservation.
The Coastal and Ocean Resilience (COR) Programme is responsible for marine and coastal issues, including biodiversity conservation, development and management of marine protected areas (MPAs), other effective conservation measures (OECMs) and their networks, blue economy, ecosystem and fisheries management, High Seas, blue carbon, marine spatial planning (MSP), marine pollution, integrated management and governance of coastal areas, adaptation to climate change and disaster risk reduction (DRR).
In order to accelerate and scale up efforts in the region towards coastal and ocean resilience, IUCN has been coordinating efforts, together with countries and partners, in developing the Great Blue Wall initiative. The Great Blue Wall is a Western Indian Ocean (WIO)-born, Africa-driven roadmap to achieve a nature positive world by 2030. It aims at unlocking unprecedented nature-based recovery efforts through the establishment of a transformational movement. The implementation of the Great Blue Wall initiative is premised on IUCN’s Eastern and Southern Africa’s Blue Resilience Programme Framework, that comprises three thematic pillars (Blue Planet, Blue Nature, Blue People) and one cross-cutting pillar (Blue Partnerships).
The Great Blue Wall initiative responds to challenges presented by an interconnected crisis, i.e. biodiversity loss - climate change – socioeconomic decline, and articulates three clear objectives to be achieved by 2030:
Effectively and equitably conserve at least 30% of the ocean by 2030;
Conserve and restore critical blue ecosystems to achieve net-gain by 2030;
Unlock the development of a regenerative blue economy that directly benefits coastal communities while also delivering conservation outcomes.
JOB DESCRIPTION
MAJOR RESPONSIBILITIES:
The Administrative & Communication Assistant will provide effective and efficient administrative and Communication support to the COR Programme team. She/he will be responsible for smooth operations of related systems within the Programme and will work closely with the Administration (and Finance) team to ensure that payments are requested and processed on time in accordance with allocated budgets, and with the Regional Communications team on related aspects.
SPECIFIC DUTIES:
Administrative support;
Assist the Programme team on general administrative matters, including drafting routine correspondence and proof-reading and editing materials.
Provide logistical support to Programme activities (trainings, meetings, conferences and workshops), making sure that all aspects and details of such events are covered. This includes coordination and/or preparing relevant background documentation and logistical notes for related events.
Support the Programme team with minuting meetings, and tracking and follow-up of agreed action points from Programme meetings, conferences and workshops.
Support the establishment and maintenance of an efficient records system. This includes maintaining donor and other contractual records and final project deliverables, which entails receiving contracts, having them signed, initiating the contract clearance processes and ensuring that they are all properly filed and archived.
Ensure donor and partner queries are answered in a timely manner by the COR Regional Head and the operations team.
Support the tracking and follow-up on reporting deadlines/submissions in coordination with the COR Regional Programme manager.
Support Programme to ensure consistent application of all IUCN and donors standards related to project preparation during concept and proposal development, and throughout the project cycle to close-out.
Procurement support;
Support contractual processes for procurement of equipment, supplies and services for offices and project sites following the stipulated IUCN Internal Control System procedures.
Assist with preparation of consultants’ contracts, obtaining clearance, processing approval in accordance with Internal Control System (ICS) procedures and tracking funds disbursements.
Establish and maintain a proper inventory of project assets register, including numbering, recording, and reporting.
Review Programme invoices and financial reports for the aforementioned Programme. Ensure documentation is completed to the highest standard prior to sending it to Finance.
Act as liaison between the Programme and Corporate Services on all financial and administrative matters.
Communications support;
Liaise with Programme and project leads for documentation of project activities, lessons, and successes in the form of case studies, human-interest stories, video and photos.
Support in managing events; branding, registration, live social media engagement, note taking and photography.
Document and compile outcomes of Programme meetings and workshops and dissemination to key stakeholders.
Support the implementation of Programme’s communications and social media campaigns, including through generating and sharing social media content.
Prepare and update web platforms with relevant communication content as needed, including supporting the Programme on the use of digital tools and platforms.
Liaise with the Regional Communications team to ensure COR Programme’s communication is aligned.
The Administrative & Communication Assistant will provide effective and efficient administrative and Communication support to the COR Programme team. She/he will be responsible for smooth operations of related systems within the Programme and will work closely with the Administration (and Finance) team to ensure that payments are requested and processed on time in accordance with allocated budgets, and with the Regional Communications team on related aspects.
SPECIFIC DUTIES:
Administrative support;
Assist the Programme team on general administrative matters, including drafting routine correspondence and proof-reading and editing materials.
Provide logistical support to Programme activities (trainings, meetings, conferences and workshops), making sure that all aspects and details of such events are covered. This includes coordination and/or preparing relevant background documentation and logistical notes for related events.
Support the Programme team with minuting meetings, and tracking and follow-up of agreed action points from Programme meetings, conferences and workshops.
Support the establishment and maintenance of an efficient records system. This includes maintaining donor and other contractual records and final project deliverables, which entails receiving contracts, having them signed, initiating the contract clearance processes and ensuring that they are all properly filed and archived.
Ensure donor and partner queries are answered in a timely manner by the COR Regional Head and the operations team.
Support the tracking and follow-up on reporting deadlines/submissions in coordination with the COR Regional Programme manager.
Support Programme to ensure consistent application of all IUCN and donors standards related to project preparation during concept and proposal development, and throughout the project cycle to close-out.
Procurement support;
Support contractual processes for procurement of equipment, supplies and services for offices and project sites following the stipulated IUCN Internal Control System procedures.
Assist with preparation of consultants’ contracts, obtaining clearance, processing approval in accordance with Internal Control System (ICS) procedures and tracking funds disbursements.
Establish and maintain a proper inventory of project assets register, including numbering, recording, and reporting.
Review Programme invoices and financial reports for the aforementioned Programme. Ensure documentation is completed to the highest standard prior to sending it to Finance.
Act as liaison between the Programme and Corporate Services on all financial and administrative matters.
Communications support;
Liaise with Programme and project leads for documentation of project activities, lessons, and successes in the form of case studies, human-interest stories, video and photos.
Support in managing events; branding, registration, live social media engagement, note taking and photography.
Document and compile outcomes of Programme meetings and workshops and dissemination to key stakeholders.
Support the implementation of Programme’s communications and social media campaigns, including through generating and sharing social media content.
Prepare and update web platforms with relevant communication content as needed, including supporting the Programme on the use of digital tools and platforms.
Liaise with the Regional Communications team to ensure COR Programme’s communication is aligned.
REQUIREMENTS
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• POSITION REQUIREMENTS: Education: A University degree in Business Administration, Project Management, Communications, Journalism or similar relevant field. Work Experience; A minimum of 3 years of work experience in project implementation preferably in a non-profit or development sector. Experience with an international organization is desirable. Experience in project administration including sound knowledge of financial, procurement, administrative practices and project reporting. Experience engaging with tasks in communications, social media best practices or media role are a plus. Project management skills with a strong ability to support the monitoring of Programme and/or project budgets. Proven record of accomplishments working in management of events and campaigns implementation. Experience in the field of environment and/or in the context of large organisations would be an asset. Good computer literacy skills including the use of basic desktop software with outstanding writing and editing skills. Experience using AI supported softwares for both communication and content production would be an asset Demonstrated ability to handle multiple, simultaneous projects, to prioritize work and meet deadlines. Basic photography skills are a plus. The Administrative Assistant must have proficiency in MS Office software, a background in administrative duties, excellent written and oral communications skills, superior organisational skills and must be deadline oriented. She/He must have the ability to prioritise assignments and function with minimal supervision. Language Proficiency; Fluency in English, both written and verbal. Fluency in local languages is an added advantage. Core Competencies; Transparency: Able to build trust and contribute to informed and responsible decision making by carrying out the work of IUCN in a transparent manner; provides clear guidance to ensure that members of the team understand objectives and desired measurable results. Inclusiveness: Understands and accepts cultural diversity, and provides a tolerant, positive and supportive working environment that fosters respect for diversity, demonstrates ability to work in a multicultural, multi ethnic environment and to maintain effective working relations with people of different nationalities and cultural backgrounds. Professionalism: Promote the organization’s interests, objectives and values in a diligent and professional manner. Accountability: Takes responsibility of individual and collective actions, promotes the IUCN One Programme approach. Functional competencies Must be highly organized, detail-oriented, and self-motivated with the ability to multi-task and prioritize needs. Possess energy, drive, enthusiasm, commitment and passion for high-quality work. Proven interpersonal skills and be to establish and maintain effective working relations with people in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity. Must be dependable, a good team player and able to work independently as well as can learn quickly and expand the scope of functions. Excellent writing and communication skills. Computer proficiency in Microsoft Office (Word, Excel and PowerPoint) and desktop publishing software. Basic photography skills. Committed to continuous learning and self-development. Willingness to travel. |
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). Please note that only selected applicants will be personally contacted for interviews.
Other job opportunities are published in the IUCN website: https://www.iucn.org/involved/jobs/
About IUCN
IUCN is a membership Union uniquely composed of both government and civil society organisations. It provides public, private and non-governmental organisations with the knowledge and tools that enable human progress, economic development and nature conservation to take place together.
Created in 1948, IUCN is now the world’s largest and most diverse environmental network, harnessing the knowledge, resources and reach of more than 1,400 Member organisations and around 16,000 experts. It is a leading provider of conservation data, assessments and analysis. Its broad membership enables IUCN to fill the role of incubator and trusted repository of best practices, tools and international standards.
IUCN provides a neutral space in which diverse stakeholders including governments, NGOs, scientists, businesses, local communities, indigenous peoples organisations and others can work together to forge and implement solutions to environmental challenges and achieve sustainable development.
Working with many partners and supporters, IUCN implements a large and diverse portfolio of conservation projects worldwide. Combining the latest science with the traditional knowledge of local communities, these projects work to reverse habitat loss, restore ecosystems and improve people’s well-being.
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