Administrative Assistant
IUCN
San José, Costa Rica
hace 6 días

For over 25 years, the IUCN’s Regional Office for Mexico, Central America and the Caribbean (IUCN-ORMACC) has implemented and executed projects alongside Members and allies from countries in the region, either in specific local communities and indigenous peoples or in areas of work that include more than one country or even terrestrial, coastal or marine zones.

IUCN-ORMACC’s work covers seven countries in Central America (Belize, Guatemala, Honduras, El Salvador, Nicaragua, Costa Rica and Panama) together with Mexico and the Caribbean, which spans insular states.

JOB DESCRIPTION

The Administrative Assistant will provide administrative, logistics and procurement support to the operating unit. The Administrative Assistant will ensure compliance of IUCN-ORMACC’s internal policies and procedures in all project activities and processes.

SPECIFIC DUTIES AND RESPONSIBILITIES

1.Prepare documents such as consultancy contracts and agreements; Provide support to internal approval processes

2.Prepare overall payment requests for service providers, consultancies and implementing agreements.

3.Control and follow up on the disbursement processes for contracts and agreements by monitoring product deadlines.

4.Prepare correspondence for distribution via email or regular mail.

5.Support the organization of local, national and regional meetings and workshops including managing overall logistical support (i.

e. hotel reservations, venue and catering arrangements, purchase of plane tickets, drafting and preparation of invitations, etc.)

6.Request quotations for goods and services.

7.Any other administrative tasks upon request

Please Note : The above TORs contain the main responsibilities and duties of this position. However in an ever evolving organisation such as IUCN staff members are expected to show flexibility in their approach to work and be willing to undertake other tasks that are reasonably allocated to them but which are not part of their regular TORs.

Where any task becomes a regular part of staff member’s responsibilities, the TORs should be changed in consultation between the manager, the staff member and the HR Unit.

Any one of the three may initiate the consultation.

  • Bachelor or advanced student in Business Administration, Finance, Social Sciences, Accountings, or related field.
  • Minimum of 1 year experience in administrative tasks.
  • Proficient in using email, internet and MS Office applications (MS Word / Excel / PowerPoint, etc.)
  • Demonstrated excellent interpersonal skills, including the ability to work in a multi-cultural environment, and to establish effective working relationships both within and outside the organization
  • Availability to travel regionally and internationally, when required.
  • Proactive, responsible, and enthusiastic individual.
  • Proven ability to work both independently and as part of a team.
  • Ability to handle complex situations and provide solutions.
  • Excellent English oral and written skills is a must.
  • Planning, coordination and time management skills
  • Excellent ability to work under pressure
  • 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.

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