Vacancy #: 6554 Unit: Asia - Science and Strategy Group Organisation: International Union for Conservation of Nature (IUCN) Location: Asia Regional Office, Bangkok, Thailand Reporting to: Senior Programme Officer, Species/ Programme Coordinator, SSG Work percentage: 100% Grade: A3 Expected start date: 01 September 2023 Type of contract: Fixed-term (24 months) Closing date: 17 August 2023 BACKGROUND The Science and Strategy Group (SSG) is considered one administrative entity, and has evolved from the previous Ecosystems and Livelihoods Group, Asia construct. It brings under one umbrella all component thematic programmes in IUCN.
This position will provide support to both the Science and Strategy Group (50%) and to Asia Regional Finance Unit (50%).
The Science and Strategy Group (SSG) serves as the regional technical hub for IUCNโs programme in Asia. The group is currently composed of a small team of 11 technical officers and two administrative staff and works on five main programme areas: species; protected and conserved areas; marine and coastal; water and wetlands, and forests and agricultural landscapes.
SSG has four main roles:
-Provision of regional science leadership
-Provision of technical support to Country Offices.
-Development and implementation of large, multi-country initiatives.
-Facilitation of knowledge hubs.
The Regional Finance Unit at the Asia Regional Office provides accounting services to ARO based cost centres and projects, hosting agreements, Maldives office as well as financial oversight and backup support to all IUCN country offices across Asia region. In addition, technical backup support is provided to ORO as well. JOB DESCRIPTION The Secretary will provide secretarial and administrative support to both SSG and Regional Finance Unit. Specific duties are summarised below.
Science and Strategy Group
Secretarial and Administrative Duties
โข Manage the preparation of documentation, coordination with ARO Finance Unit, and processing of payments to consultants, partners and suppliers as requested by and on behalf of SSG personnel.
โข Manage the preparation of documentation, liaison with ARO Administration Unit and Procurement Committee as needed, for all procurement by SSG.
โข Manage the preparation of documentation for visa applications for all SSG ex-patriate staff; maintain communication with ARO Administration Unit to coordinate when applications or renewals are required.
โข Manage the collation of all approved timesheets for SSG staff each month, and provide copies to ARO Finance Unit as needed, provide a monthly analysis of staff time booking to SSG Head;
โข Manage the collation of all rental invoices for SSG each month and submit with all relevant documentation to ARO Finance for processing.
โข Support the arrangement for SSG staff travel (including preparation of Travel Authorisations, flight bookings, cash advances, local transport arrangements, visas, and hotel reservations); and preparation and reconciliation of cash advances and/or reimbursement for travel expenses.
โข Maintain files and records relevant to SSG projects and agreements as needed according to IUCN procedures.
Workshop Organisation
โข Working in collaboration with the Administrative Assistant, SSG, provide administrative support for SSG meetings and workshops including: identification of suitable venues; liaison with venue staff; organisation of participantsโ local and international travel and accommodation; calculation and provision of participantsโ DSAs; preparation of participantsโ document packs; organisation of welcoming/farewell dinners; organisation of field excursions; assist with preparation of expenditure reports for events; and troubleshooting as required.
Other Duties
โข Assist in coaching and mentoring interns, junior support staff and other programme staff in relevant IUCN procedures and policies;
โข Assist the SSG team with data collation, entry and management for ongoing projects, as needed;
โข Where necessary, and according to agreed schedules and responsibilities, provide secretarial and administrative support to other units in times of particular stress;
โข Carry out any other relevant tasks as required by, and mutually agreed with, the line manager(s).
Regional Finance Unit
โข Maintain files and records relevant to Finance as needed according to IUCN procedures;
โข Assist in making travel arrangements for finance staff in terms of processing TAs, flight books, hotel arrangements, cash advances and expense claims
โข Assist with extracting, copying and scanning of documents required for audits and other purposes
โข Assist with completing documentation and other requirements for visas;
โข Assist with procurements of supplies and equipment;
โข Liaise with admin unit for up-keeping of office space
โข Assist with meetings arrangements both inside and outside of office
โข Any other tasks assigned to relating to area of responsibilities REQUIREMENTS โข -Bachelors or Masters in Business Administration, Commerce or related studies
-At least 3 years of working experience in the relevant ToR
-Excellent MS Office skill is required in terms of day-to-day operation
-Excellent presentation, writing and spoken communication skills in English are essential 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: http://www.iucn.org/involved/jobs/
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Created in 1948, IUCN is now the worldโs largest and most diverse environmental network, harnessing the knowledge, resources and reach of more than 1,400 Member organisations and some 15,000 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.
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