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New Job Opportunity at International Union for Conservation of Nature (IUCN) - Administrative Assistant

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AJIRA LEO
IUCN East Africa
Jobs in Tanzania 2021: New Job Vacancies at International Union for Conservation of Nature (IUCN) East Africa, 2021
Administrative Assistant-Tanzania Country Office
Vacancy #
: 5775
Unit: Tanzania - Corporate Services
Organisation: International Union for Conservation of Nature (IUCN)
Location: Tanzania Project Office, Dar es Salaam, United Republic of Tanzania
Reporting to: Office Administrator
Work percentage: 100%
Grade: A3
Expected start date: 01 December 2021
Type of contract
: Fixed-term (24 months)
Closing date: 18 October 2021
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BACKGROUND
PLEASE NOTE THIS IS A LOCALLY RECRUITED POSITION
BACKGROUND
Established in 1948, The International Union for Conservation of Nature (IUCN) is a membership Union composed of both government and civil society organisations. It harnesses the experience, resources and reach of its more than 1,300 Member organizations and the input of more than 10,000 experts. IUCN is the global authority on the status of the natural world and the measures needed to safeguard it. IUCN has had its operations in Tanzania for more than four decades working with many partners and supporters to implement a large and diverse portfolio of conservation projects ranging from management of protected areas, forest ecosystems, coastal resources, aquatic ecosystems and climate change resilience.

IUCN Tanzania is seeking An Administrative Assistant who will be responsible for a variety of administrative and other tasks providing support where needed.

JOB DESCRIPTION
MAJOR DUTIES:
The Administrative Assistant will ensure there is a smooth, efficient and effective front office management as well as provide administrative support to assigned projects /programmes in the Tanzania Office.
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SPECIFIC DUTIES:
Front Office Management;
i)Handling and screening of all incoming calls and routing them to their proper recipient.
ii)Receiving IUCN visitors as the 1st IUCN contact person both on phone and reception and politely advising them accordingly.
iii)Handling and distribution of incoming and outgoing mail (i.e. from/to the post office, hand deliveries to the office and with assigned couriers provide services to and from office for all staff in respect of local and international mail services.
iv)Ensure that the front office equipment (i.e. printers, photocopiers) are always in good working condition and loaded with papers.
v)Maintain the reception area neat and tidy and also display current IUCN publications at the front office desk.

General Office Administration Support;

i)Support with typing and formatting of various documents
ii)Filing documents at the central filing, retrieving and archiving of correspondences.
iii)Ensure that all the incoming invoices, delivery notes are received, recorded and forwarded to the finance and administration unit for final payment.
iv)Ensure that all invoices attracting VAT amounts are duly processed in a timely manner, same disseminated to the suppliers in good time.
v)Take record of staff meeting and timely circulate to all staff.
vi)In liaison with the supervisor, assist administration and programme staff by providing specific administrative support e.g. making calls, scanning documents, photocopying, organizing meetings and events, making appointments, arranging travel, visa, airport transfers and distributions of documents.
vii)Support daily management of the Tanzania office general maintenance

Programme Administration;

  • Provide logistics support to programme events/meetings and workshops
  • Process financial transactions including purchase orders, and coordinate with the Finance Department for payments
  • Provide general administration support as necessary.
Any Other Duties;
Any other duties reasonably assigned by the supervisor.

REQUIREMENTS
• Education;

  • Diploma or degree in office management, business administration or other closely related field from recognized institution
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• Work Experience;
  • A minimum of 3 years’ experience in Office Management preferably in an International Organization or NGO environment.
  • Basic reading, writing, and arithmetic skills required.
  • Familiarity with different management techniques.
  • Computer use competency (MS-Office Suite)
  • Ability to create, compose, and edit written materials.
  • Strong interpersonal and communication skills.
  • Willingness to work a flexible schedule.
  • Customer Service / Client Relationships.
• Language Proficiency;
Fluency in English and Kiswahili (both written and verbal)

• 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 objectives and desired measurable results are understood by members of the team.
  • Inclusiveness: Understands and accepts cultural diversity, and provide 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;
  • Adheres to IUCN ESARO core values of Transparency, Inclusiveness, Professionalism and Accountability;
  • Demonstrated interpersonal skills, initiative, resourcefulness, strong problem-solving skills and excellent organizational skills
  • Excellent communication skills
  • Highly motivated and results-oriented individual;
  • Demonstrated ability to work with limited supervision to prioritize tasking and manage workflow in a high pressure environment;
  • Excellent interpersonal skills and a strong team player with proven communication and diplomacy with the ability to work effectively with multicultural and multidisciplinary teams with sensitivity and respect for diversity;
  • Committed to continuous learning and proactive and mature attitude towards self-development;

APPLICATIONS
Applicants are requested to apply online through the HR Management System, by opening the vacancy announcement and pressing the "Apply" button.
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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: http://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 1,300 Member organisations and some 10,000 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.
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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.