Vacancy #: 7290 Unit: Oceania Programme Coordination Unit Organisation: International Union for Conservation of Nature (IUCN) Location: Oceania Regional Office, Suva, Fiji Reporting to: Protected and Conserved Areas Programme Coordinator Work percentage: 100% Grade: P1 Expected start date: 01 July 2025 Type of contract: Fixed-term (24 months) Closing date: 22 May 2025 BACKGROUND The Administration Officer will provide essential administrative, procurement, and clerical support to the PCA team. This includes managing expense claims, overseeing registry coordination and dispatches, maintaining records, and managing the research hub. The role is critical in ensuring smooth operations and compliance with IUCN’s administrative procedures. JOB DESCRIPTION 1. Administrative Support (35%)
• Provide administrative and clerical support to the PCA team, ensuring smooth office operations.
• Assist with procurement-related activities, including processing purchase orders and managing supplier relationships.
• Support the PCA team in managing and processing expense claims in line with IUCN financial policies.
• Coordinate registry and dispatch processes, ensuring efficient document flow and record-keeping.
• Maintain accurate and up-to-date records of administrative documents, invoices, and contracts.
• Manage the research hub, including cataloging and organizing materials for easy access.
2. Event and Logistics Coordination (20%)
• Assist in planning and organizing meetings, workshops, and events, including logistics, venue booking, and travel arrangements.
• Support in coordinating virtual and in-person engagements with partners and stakeholders.
• Manage invitations, attendance lists, and event-related documentation.
3. Human Resources and Office Support (5%)
• Assist in onboarding new staff or consultants by preparing administrative documentation and office setup.
• Ensure compliance with office policies and procedures related to administration and personnel records.
• Provide support in scheduling team meetings, note-taking, and distributing meeting minutes.
4. Procurement and Asset Management (20%)
• Support inventory tracking and procurement of office supplies, IT equipment, and project materials.
• Maintain records of fixed assets, ensuring proper allocation and documentation.
• Work with the finance and procurement teams to ensure compliance with IUCN procurement policies.
5. Financial and Budget Support (10%)
• Assist with tracking and reconciling administrative budgets for project activities.
• Support the preparation of financial reports related to administrative expenditures.
• Process supplier invoices, purchase orders, and payments in coordination with finance staff.
6. Document Management and Compliance (10%)
• Organize and maintain physical and digital filing systems for administrative and project documents.
• Ensure proper record-keeping for contracts, agreements, and financial transactions.
• Support compliance with organizational policies and donor requirements related to project documentation.
Competencies
1. Integrity, Maturity, and Trust
• Unimpeachable integrity and professionalism in administrative and clerical support.
• Strong interpersonal skills with the ability to work effectively in a multicultural environment.
2. Professional Competencies
• Excellent organizational and time management skills.
• Strong communication skills, both written and verbal.
• Ability to maintain high levels of accuracy and attention to detail in record-keeping and registry coordination.
3. Commitment to Accountable and High-Quality Delivery
• A proactive approach to administrative responsibilities, ensuring efficient operational support.
• Adherence to institutional procedures and standards for procurement and record management.
4. Sound Judgment and Decision-Making
• Ability to handle multiple tasks and prioritize workload efficiently.
• Experience in processing expense claims and procurement requests while ensuring compliance with financial policies.
Reporting & Supervision
The Administration Officer will report to the PCA Programme Coordinator and work closely with the finance and administration teams at IUCN Oceania Regional Office.
The Administration Officer will report to the PCA Programme Coordinator and work closely with the finance and administration teams at IUCN Oceania Regional Office. REQUIREMENTS • Qualifications and Experience
• A bachelor’s degree in business administration, Office Management, Finance, or a related field.
• At least two years of experience in administrative, procurement, or clerical roles, preferably within an NGO or conservation setting.
• Strong organizational, communication, and record-keeping skills. 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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