Under the authority of the Administrative and Financial Manager, the Receptionist and Office Assistant is responsible for carrying out all Reception work (incoming and outgoing mail, initiation of mail, filing of files , call dispatching, reception organization, document entry, etc.).
The execution of all reception work (incoming and outgoing mail, initiation of mail, classification of files, dispatching of calls, organization of the secretariat, the seizure of documents, etc.);
• Welcome, inform and direct visitors to the office;
• Management of the schedule of staff appointments, (including in particular the weekly update of the program manager’s agenda);
• Effectively manage the telephone exchange (Answer calls, filter them and transfer them to the personnel concerned);
• Record, process and dispatch incoming and outgoing mail from the office, including the Office’s general electronic mail and ensure that it runs smoothly;
• Drafting of the weekly staff meeting report;
• Maintain a list of hotels for people on mission and ensure reservations;
• Work in close collaboration with the security guards stationed at the gate to welcome and guide visitors;
• Support for the preparation of administrative correspondence from the office (service offer, internship request, acknowledgment of receipt of correspondence, etc.);
• Make photocopies and binding at the request of staff;
• Send the VDTs to the regional office every week;
• The execution of all other tasks falling within its competence that the staff, in particular the Head of Program, the program manager and the Administrative and Financial Manager, may entrust to it.
Additional tasks
With the support of the Administration and Finance Department, the Receptionist and Office Assistant is responsible for performing the following additional tasks: • Prepare a Requisition
for any expression of need except small expenses per checkout.
• Prepare mission orders, purchase requests, and purchase orders based on validated requisitions;
• Support the preparation of payments;
• Management of the library, in particular reception, information and orientation of readers.
• The execution of all other tasks falling within its competence that the staff, in particular the Head of Program, the program manager and the Administrative and Financial Manager, may entrust to it.
| • Hold a BTS or BAC+, etc.
• Have at least 3 years of proven experience in the field of Secretariat, documentation or administrative assistance within reference structures; • Be bilingual (English-French), • Have an excellent knowledge of office computer tools and electronic communication; • Be of good character; • Have a team spirit; • Ability to work under pressure; • Know how to take initiatives and be accountable; • Be immediately available. • About IUCN IUCN is a Union of Members made up of governments and civil society organisations. It offers public, private and non-governmental organizations the knowledge and tools necessary for human progress, economic development and nature conservation to be achieved in harmony. |
Interested persons are requested to apply through the “Human Resource Management System”, by opening the vacancy announcement and clicking on the “Apply” button.
Each candidate must create their own account in the system. No applications will be accepted after the closing date. Applications are admissible until 24:00 in Switzerland (GMT + 1h / GMT + 2h during the period of summer time, DST). Please note that only selected candidates will be personally contacted to participate in interviews.
Other vacancies are advertised on the IUCN website: http://www.iucn.org/involved/jobs/
About IUCN
IUCN is a Union of Members made up of governments and civil society organizations. It offers public, private and non-governmental organizations the knowledge and tools necessary for human progress, economic development and nature conservation to be achieved in harmony.
Established in 1948, IUCN has grown over the years to become the largest and most diverse environmental network in the world. It counts on the experience, the resources and the weight of its more than 1,300 Member organizations and the skills of its more than 10,000 experts. It is a leading provider of conservation data, assessments and analysis. Its size allows it to play the role of incubator and reliable repository of good practices, tools and international standards.
IUCN provides a neutral space where diverse stakeholders – governments, NGOs, scientists, businesses, local communities, indigenous peoples groups, charities and others – can work together to develop and implement solutions to tackle environmental challenges. and achieve sustainable development.
Working together with many partners and supporters, IUCN implements a wide and diverse portfolio of conservation-related projects around the world. Combining the most advanced scientific knowledge and the traditional knowledge of local communities, these projects aim to put an end to habitat loss, restore ecosystems and improve the well-being of populations.
To apply for this job please visit hrms.iucn.org.