MAJOR RESPONSIBILITIES;

Under the guidance and supervision of the Operations and Procurement Officer, the Administrative Assistant provides support to office operations performing a variety of standard administrative processes ensuring high quality and accuracy of work. The Administrative Assistant promotes a client, quality and results-oriented approach.
The Administrative Assistant works in close collaboration with the Operations, Programme and Projects staff in the Field Office and other IUCN staff to exchange information and ensure consistent service delivery.
The functions/duties/ key results of this job description are generic, and not all duties are carried out by all Administrative Assistant. Some specialized functions can be implemented by Driver Cum Logistics Assistants (shipments, deliveries, transport, vehicle maintenance).

Duties and Responsibilities;
Summary of Key Functions:
Implementation of operational strategies
Support to effective and efficient functioning of the field office
Support to administrative and logistical services
Support to office maintenance and assets management
Support to knowledge building and knowledge sharing

SPECIFIC DUTIES;
Under the direction of the Operations and Procurement Officer, the specific responsibilities of the Administrative Assistant are to:

Ensures implementation of operational strategies, focusing on achievement of the following results:
Full compliance of administrative activities with IUCN rules, regulations, policies and strategies.
Provision of inputs to the field office administrative business processes mapping and implementation of the internal standard operating procedures (SOPs).
Provision of inputs to preparation of administrative team results-oriented workplans.

Ensures effective and efficient functioning of the field office, focusing on achievement of the following results:
Contacts with visitors and staff, arrangement of appointments and meetings, acting as an interpreter when required and/or taking minutes.
Compilation and preparation of briefing and presentation materials, speeches, background information and documentation for meetings and missions.
Support preparations and organisation of meetings, training sessions and field visits.

Ensures effective administrative and logistical support, focusing on achievement of the following results:
Support to organization of procurement processes including preparation of RFQs, RFPs documents, receipt of quotations, bids or proposals, their preliminary evaluation.
Arrangements of travel and hotel reservations, preparation of travel authorizations, processing requests and other documents.
Administrative support to conferences, workshops, retreats.
Arrangement of vehicle transportation, regular vehicle maintenance and insurance working closely with the office driver.
Custodian for management of office stationery supplies including maintenance of stock list of stationery, distribution of stationery as required by staff and keeping a log of distribution.
Maintenance of the filing system ensuring safekeeping of confidential materials.
Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to office team lead.
Assistance in the preparation of office operating budget/petty cash, and provision of information for audit.

Provides support to office maintenance and assets management, focusing on achievement of the following results:
Maintenance of records on assets management, preparation of reports.
Maintenance of files and records relevant to office maintenance

Support knowledge building and knowledge sharing in the CO, focusing on achievement of the following results:
Participation in the training for the operations/projects staff on administration.
Sound contributions to knowledge networks and communities of practice