Programme Administrator at IUCN

By | January 22, 2020
BACKGROUND
THIS IS A LOCALLY RECRUITED POSITION.

PLEASE NOTE THIS IS AN URGENT RECRUITMENT. APPLICATIONS WILL BE REVIEWED AND SHORT LISTING WILL BE DONE ON A ROLLING BASIS AND IF THE IDEAL CANDIDATE IS IDENTIFIED BEFORE THE DEADLINE DATES, IUCN RESERVES THE RIGHT TO CLOSE THE RECRUITMENT PROCESS.

BACKGROUND:

The IUCN-International Union for Conservation of Nature, Rwanda Country Office in collaboration with The Governments of Rwanda and the Netherlands are in the process of implementing a 3-year programme (May 2019 to April 2022) – “Landscape Restoration and Integrated Water Resources Management in Sebeya and other Catchments” – The Project. IUCN’s role is to provide Technical Assistance (TA) for the Landscape management and Integrated Water Resource Management.

The Project has the overall purpose of “Increased livelihood and conservation Benefits in Sebeya (& other) catchments from restoration & improved local land management”. IUCN is therefore seeking to recruit the position of Programme Administrator to provide professional programme support to the smooth operation of both office and programme activities

JOB DESCRIPTION
MAJOR RESPONSIBILITIES:

The Programme Administrator will ensure the efficient delivery of the programme and will be central to overall delivery. The position holder will be supporting the programme activities,procurement of equipment, goods and services requested by the programme team. The programme administrator will be assisting with the planning and implementation of workshops, training, study tours etc.

SPECIFIC DUTIES:

Support the preparation of meetings/workshops/training/conferences, including procurement processes. This includes visa arrangements, flight bookings, accommodation, and keeping records of participant lists.
Assist with project procurement and ensure that contractual processes follow the stipulated IUCN procurement procedures: This includes preparation of consultants’ contracts, obtaining clearance, approval in accordance to Internal Control System (ICS) procedures and tracking of contracts disbursements for consultants/specialists engaged by the project
Coordinate information flow and track assigned project activities with relevant staff and provide assistance and/or information on project related matters;
Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of project reports to the technical team
Assist in project staff and experts’ recruitment processes, coordinates with Human Resources and follow-up
Supports budgeting and procurement of office supplies and programme equipment.
Prepare requisitions, contracts and any supporting documentation for approval to enable the timely purchase of goods and services
Assist in managing and following up orders placed to the vendors/ suppliers
Monitor and coordinate deliveries of items from suppliers
Maintain cash registers for payments of per diems and other local payments
Maintaining the roster of potential suppliers ensuring that all supplier records are updated on an annual basis Resolve issues related to delivered goods, using initiative, liaising with all parties and following standard processes, to ensure timely and accurate resolution of problems. To make sure goods and requested services have been delivered including verifying them before payments are done.
Collect project related invoices for approval in Web Client
Carry out any other duties as requested by the line manager

REQUIREMENTS
• Education;

Diploma or Bachelor’s Degree in Business Management.
Diploma in Project management or Supply chain Management will be an added advantage

• Work Experience

At least 3 years of progressive administrative and/or programme support experience is required at the national or international level.
Experience of providing administrative and logistical support to programme activities for a non-Profit Organizations / programme based exposure
Experience of programme reporting, including monitoring and evaluating based on provided data
Experience of communicating effectively, including writing skills
Experience of working effectively within an office environment, using initiative and prioritizing own workload.

• Language Proficiency;

Excellent command of English and strong verbal and written communication skills
Sound command of the French Language both written and spoken
Capability to speak some native Language an added advantage

• Functional competencies;

Adheres to IUCN ESARO core values of Transparency. Inclusiveness, Professionalism and Accountability;
Experience in project administration including sound knowledge of financial, procurement, administrative practices and project reporting.
Project management skills with strong ability to support the monitoring of programme/project budgets.
Computer proficiency in Word, Excel. Outlook and PowerPoint.
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.
Must be dependable, a good team player and able to work independently as well as have the ability to learn quickly and expand scope of functions;
Capacity to work under pressure to meet tight deadlines.
Excellent writing, networking and communication skills
Excellent command of English both written and spoken and ability to produce high quality documents at short notice.
Commitment to continuous learning and proactive and mature attitude towards self-development
Willingness to travel

• 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.

 


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.

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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