Jobs at International Union for Conservation of Nature (IUCN)

MAJOR RESPONSIBILITIES:

• Under the supervision of the Programme Officer, the Project Assistant will:
• Provide day-to-day administrative and logistical support for project implementation.
• Coordinate communication and follow-ups with project stakeholders at local and district levels.
• Support documentation, record-keeping, and knowledge management across the project lifecycle.
• Assist in organizing meetings, field visits, workshops, and reporting.
• Offer limited technical support to implementation teams, especially in facilitating activities related to watershed restoration and natural resource management.

SPECIFIC DUTIES:

• Maintain and update project files, schedules, meeting records, and activity trackers.
• Assist with planning and logistics for training sessions, fieldwork, community consultations, and multi-stakeholder meetings.
• Facilitate internal and external communications, including taking minutes, preparing meeting briefs, and drafting correspondence.
• Coordinate travel arrangements, bookings, and reimbursements for project team members and stakeholders.
• Support simple bookkeeping tasks, procurement processes, and payment tracking in collaboration with the finance team.
• Compile and format basic data and information for project progress reports and communication materials.
• Serve as a liaison between the Addis-based team and field teams for logistical and administrative coordination.
• Assist with basic project implementation activities as requested, particularly those involving outreach or community-level engagement.
• Perform other relevant duties as assigned by the supervisor.

REQUIREMENTS

POSITION REQUIREMENTS:

Education;

• Minimum of a bachelor’s degree in project management, environmental sciences, communications, or a related field.

Work Experience;

• At least two years of relevant work experience in administrative, logistical, or communication support roles within development or environmental projects.
• Experience working with international organizations or multi-stakeholder projects is an advantage.

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MAJOR RESPONSIBILITIES:

• The HR & Membership Administrator will be responsible for two key work components:

MEMBERSHIP DUTIES (50%);

• Support the ESARO Membership Unit on all preparations and logistics planning for the World Conservation Congress (WCC) and Other Convenings.
• Support the Regional Membership & Executive Affairs Manager on membership recruitment and retention initiatives by ensuring timely submission to IUCN HQ for Council’s approval, including liaising with potential Members, ensuring that the application form is completed, all supporting documents, including payment, required for the admission/adhesion are provided and that all statutory requirements are met.
• Support in liaison with applicants and new Members, once admitted by IUCN Council, including working closely with the Regional Membership & Executive Affairs Manager throughout the application/admission/adhesion process and keeping applicants informed.
• Assist the Regional Membership & Executive Affairs Manager and Programme staff of IUCN ESARO and the Membership and Commission Support Unit in coordinating national, regional, and global events involving Members and projects from ESARO.
• Support the Membership Unit to process exit interviews (or relevant process) with withdrawn Members.
• Provide general administrative support to the ESARO Membership unit.
• Perform any other related activity that may be assigned by the line manager.

HR SUPPORT (50%);

• Records management through organizing and filing paperwork according to an efficient filing system and organizing the digitization of important documentation.
• Update staff files maintaining their easy accessibility to the HR unit personnel.
• Ensure accurate HR record keeping, reporting, and compliance with legal & regulatory requirements.
• Ensure all employee documents are sorted properly as per the IUCN ESARO personnel files checklist
• Create new files for staff missing physical files, and ensure all documents are filed according to the checklist.
• Keep all paperwork in appropriate places applying privacy measures to all documents.
• Print documents as required and convert documentation into electronic format by scanning.
• Ensure there is an efficient filing system to facilitate updating and the retrieving of staff files
• Adhere to IUCN policies and confidentiality principles to safeguard data
• Support with all interview scheduling, notifying relevant interview panels, and contact shortlisted candidates for relevant interviews.

REQUIREMENTS

REQUIRED SKILLS, EXPERIENCE AND COMPETENCIES:

Education and Work Experience;

• Bachelor’s degree in Event Management or business administration or relevant professional diploma
• Minimum of 5 years of experience in event or exhibition management for a large conference.
• Proven experience in managing cross-functional teams and coordinating with multiple stakeholders.
• Good experience of working with filing systems
• Certification in the documentation management area will be a bonus
• Good practical experience with MS Office and office equipment such as photocopier? scanner etc.
• High level of English both oral and written skills