Programme Administration Officer (COLOURS)
IUCN
kigali, rwanda · Oceania · Suva, Fiji · Fiji
Posted on May 8, 2025
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.
• 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.
