Job Title: Programme Assistant
Organization: International Union
for Conservation of Nature (IUCN)
for Conservation of Nature (IUCN)
Duty Station: Kampala,
Uganda
Uganda
Vacancy #: 1134
About IUCN:
International
Union for Conservation of Nature, IUCN is the world’s oldest and largest global
environmental organization which helps the world find pragmatic solutions to
our most pressing environment and development challenges. IUCN works on
biodiversity, energy, human livelihoods and greening the world economy by
supporting scientific research, managing field projects all over the world, and
bringing governments, NGOs, the UN and companies together to develop policy,
laws and best practice.
Union for Conservation of Nature, IUCN is the world’s oldest and largest global
environmental organization which helps the world find pragmatic solutions to
our most pressing environment and development challenges. IUCN works on
biodiversity, energy, human livelihoods and greening the world economy by
supporting scientific research, managing field projects all over the world, and
bringing governments, NGOs, the UN and companies together to develop policy,
laws and best practice.
Job Summary: The Programme
Assistant will offer administrative, financial and programmatic support to the
UCO programme staff. The programme assistant will assist in the monitoring and
coordination of the programme portfolio’s workflow to ensure team decisions are
properly carried out and products are delivered timely. The Programme assistant
will be responsible for smooth operations of related systems within the
programme work unit. The position carries substantial responsibilities that require
a broad range of skills and the ability to exercise considerable judgment,
initiative and independence. She/he also works closely with the Admin &
Finance team and ensures that payments are requested in time, in accordance
with allocated budgets. The Programme assistant backstops the other Program
Assistants. Project Assistants and Admin Assistants where necessary.
Assistant will offer administrative, financial and programmatic support to the
UCO programme staff. The programme assistant will assist in the monitoring and
coordination of the programme portfolio’s workflow to ensure team decisions are
properly carried out and products are delivered timely. The Programme assistant
will be responsible for smooth operations of related systems within the
programme work unit. The position carries substantial responsibilities that require
a broad range of skills and the ability to exercise considerable judgment,
initiative and independence. She/he also works closely with the Admin &
Finance team and ensures that payments are requested in time, in accordance
with allocated budgets. The Programme assistant backstops the other Program
Assistants. Project Assistants and Admin Assistants where necessary.
Key Duties and Responsibilities:
1.
Administration support/Financial Management:
Administration support/Financial Management:
·
Supports the program team on general administrative
matters
Supports the program team on general administrative
matters
·
Offers timely logistical support to programme
activities (trainings, meetings, conferences and workshops) making sure that
all aspects and details of such events are covered. This includes coordination
and/or preparing relevant background documentations for related events.
Offers timely logistical support to programme
activities (trainings, meetings, conferences and workshops) making sure that
all aspects and details of such events are covered. This includes coordination
and/or preparing relevant background documentations for related events.
·
Renders support to the programme team with meeting
minutes and follow-up action points from Program Unit meetings, conferences and
workshops
Renders support to the programme team with meeting
minutes and follow-up action points from Program Unit meetings, conferences and
workshops
·
Supporting the establishment and maintenance of an
efficient records system. This includes maintaining donor and other contractual
records and final project deliverables. This entails receiving contracts,
having them signed, initiating the contract clearance processes and all
properly filed
Supporting the establishment and maintenance of an
efficient records system. This includes maintaining donor and other contractual
records and final project deliverables. This entails receiving contracts,
having them signed, initiating the contract clearance processes and all
properly filed
·
The incumbent will also be providing monitoring
support to overall program implementation including the program budget and
provide relevant information to the programme team responsible for the budget
The incumbent will also be providing monitoring
support to overall program implementation including the program budget and
provide relevant information to the programme team responsible for the budget
·
Serve as a key liaison between the Program Unit and
the Corporate Services on all financial and administrative matters
Serve as a key liaison between the Program Unit and
the Corporate Services on all financial and administrative matters
2. Support to Programme Implementation:
·
Closely track assigned programme activities and
coordinate with relevant staff and provide assistance and/or information on
project related matters;
Closely track assigned programme activities and
coordinate with relevant staff and provide assistance and/or information on
project related matters;
·
Support in documenting and disseminating of
materials and publications
Support in documenting and disseminating of
materials and publications
·
The incumbent will support the preparation and
timely submission of technical and financial reports to donors
The incumbent will support the preparation and
timely submission of technical and financial reports to donors
·
Offer support to the Programme team in the
preparation and monitoring of quarterly and annual workplans and budgets.
Offer support to the Programme team in the
preparation and monitoring of quarterly and annual workplans and budgets.
·
Maintain the Programme ABC list, and take
responsibility for its regular updating
Maintain the Programme ABC list, and take
responsibility for its regular updating
·
Actively contribute to the communication of project
/programme outputs, i.e. help with publications and other write-ups and
profiling.
Actively contribute to the communication of project
/programme outputs, i.e. help with publications and other write-ups and
profiling.
·
Support partner relations including updates and
organizing regular meetings
Support partner relations including updates and
organizing regular meetings
·
Assist with research work
Assist with research work
3.
Procurement:
Procurement:
·
Arrange for procurement of equipment, supplies and
services;
Arrange for procurement of equipment, supplies and
services;
·
Assist with programme procurement and ensure that
contractual processes follow the stipulated IUCN procurement procedures: This
includes preparation of consultants’ contracts, obtaining clearance, approval
in accordance to Internal Control System (ICS) procedures and tracking of
contracts disbursements for consultants/specialists engaged by the
Programmes/projects;
Assist with programme procurement and ensure that
contractual processes follow the stipulated IUCN procurement procedures: This
includes preparation of consultants’ contracts, obtaining clearance, approval
in accordance to Internal Control System (ICS) procedures and tracking of
contracts disbursements for consultants/specialists engaged by the
Programmes/projects;
·
Establish and maintain a proper inventory of project
assets register, including numbering, recording, and reporting;
Establish and maintain a proper inventory of project
assets register, including numbering, recording, and reporting;
Qualifications, Skills and Experience:
·
The ideal candidate for the IUCN Programme Assistant
vacancy should hold a university degree with at least three years’ work
experience in a similar position in an International organization, Research
institution or NGO.
The ideal candidate for the IUCN Programme Assistant
vacancy should hold a university degree with at least three years’ work
experience in a similar position in an International organization, Research
institution or NGO.
·
Prior experience in project administration including
sound knowledge of financial, procurement, administrative practices and project
reporting
Prior experience in project administration including
sound knowledge of financial, procurement, administrative practices and project
reporting
·
Project management skills with strong ability to
support the monitoring of programme/project budgets
Project management skills with strong ability to
support the monitoring of programme/project budgets
·
Computer proficiency in Word, Excel, Outlook and
PowerPoint
Computer proficiency in Word, Excel, Outlook and
PowerPoint
·
The applicant must be highly organized,
detail-oriented, and self-motivated with the ability to multi-task and
prioritize needs
The applicant must be highly organized,
detail-oriented, and self-motivated with the ability to multi-task and
prioritize needs
·
Possess energy, drive, enthusiasm, commitment and
passion for high quality work
Possess energy, drive, enthusiasm, commitment and
passion for high quality work
·
Highly dependable, a good team player and able to
work independently as well as have the ability to learn quickly and expand
scope of functions
Highly dependable, a good team player and able to
work independently as well as have the ability to learn quickly and expand
scope of functions
·
Capacity to work under pressure and to meet tight
deadlines.
Capacity to work under pressure and to meet tight
deadlines.
·
Excellent writing, networking and communication
skills
Excellent writing, networking and communication
skills
·
Excellent command of English both written and spoken
and ability to produce high quality documents at short notice
Excellent command of English both written and spoken
and ability to produce high quality documents at short notice
·
Commitment to continuous learning and proactive and
mature attitude towards self-development
Commitment to continuous learning and proactive and
mature attitude towards self-development
·
Willingness to travel
Willingness to travel
How to Apply:
All suitably qualified
and interested applicants are requested to apply online through the HR
Management System, by opening the vacancy announcement and pressing the
“Apply” button at the web link below.
and interested applicants are requested to apply online through the HR
Management System, by opening the vacancy announcement and pressing the
“Apply” button at the web link below.
Deadline: 21st August 2015
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