Administrative Assistant

International Union for Conservation of Nature

Bangkok, Thailand

Experience: 3 to 5 Years

Skill Required: HR and Admin

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.
Major Responsibilities:
  • The Administrative Assistant will play an important role in providing secretarial, administrative and logistical support for the work of the Science and Strategy Group. Specific duties are summarised below.
Specific Duties:

Workshop Organisation:
  • Lead on providing logistical support for SSG meetings, events and workshops, including: identification of suitable venues; liaison with venue staff; organisation of participants’ local and international travel and accommodation; calculation and provision of participants’ DSAs; preparation of participants’ document packs; organisation of welcoming/farewell dinners; organisation of field excursions; assist with preparation of expenditure reports for events; and troubleshooting as required.
  • Maintenance of the list of SSG workshops / meetings / events / missions and other work travel, and harmonising with the ARO events calendar.
Secretarial and Administrative Duties:
  • Serve as SSG’s primary liaison with other corporate services units at the Asia Regional Office for non-project related matters; e.g. Finance Unit and Regional Human Resources Unit;
  • Support the preparation of documents to support visa applications for expatriate SSG staff and family members;
  • Support the procurement of goods and services required for SSG staff and projects;
  • Provide general office assistance: coordinate responses to information requests and inquiries; handle official visitors; set up and maintain files and records; and handle routine administrative tasks such as assessing telephone bills and coordinating purchases;
  • Manage travel arrangements for SSG staff (including flight bookings, cash advances, travel approval forms, local transport arrangements, visas and hotel reservations), as well as reconciliation and reimbursement of travel advances;
  • Coordinate the collation and submission of regular monthly SSG reports to be submitted to the Regional Directors Office;
  • Serve as SSG representative on ARO Standing Committees as requested or required (e.g. Procurement Committee);
  • Ensure that administrative, finance and personnel forms are available and used as and when required, and that programme staff follow relevant IUCN procedures and policies; coordinate and follow up necessary approvals for all forms;
  • Liaise regularly with regional Administration Unit to ensure that: office spaces are well-maintained, neat and secure; equipment is well-maintained and fully operational; and stationery is supplied and accounted for.
  • Maintain the corporate identity of IUCN by ensuring that all letters, memos, faxes, of the programme and projects adhere to the IUCN style;
  • Develop and maintain a computerised mailing list for various categories of programme partners (implementing partners, supporting partners, government agencies and officials, international organizations, networks, etc.), as well as an information database for principal contact addresses, telephone, email and fax numbers.
Contract/Agreement Management and Coordination:
  • Support preparing, verifying and processing contracts, agreements, amendments and payments for contracts for receiving and spending funds;
  • Set up and maintain filing system for signed contracts, agreements and amendments, including back-ups in hard copy and electronic formats;
  • Help track the status of contracts and payments, including due dates for reports and other deliverables, payments, etc, and remind the relevant SSG project managers as appropriate.
Financial Management support:
  • Coordinate the collation of data and preparation of submissions for the annual, mid-term and other budget processes for SSG, ensuring alignment between funding agreements, HRMS, and IUCN’s programme and project portal.
Other Duties:
  • Assist in coaching and mentoring interns, junior support staff and other programme staff in relevant IUCN procedures and policies;
  • Assist the SSG team with data collation, entry and management for ongoing projects, as needed;
  • Assist with taking minutes/notes for SSG team workshops, meetings and other internal events;
  • Where necessary, and according to agreed schedules and responsibilities, provide secretarial and administrative support to other parts of the office in times of particular stress;
  • Explore new ideas for improving management of secretarial and administrative duties, and enhancing own capacity;
  • Carry out any other relevant tasks as required by, and mutually agreed with, the line manager(s).
  • University Degree in Management, Business Administration, Public Administration, Social Science, or a related field.
  • Minimum of 3 years of directly responsible experience in administration is essential.
  • Fluent in English (verbal/written) and the language of the duty station
  • Knowledge of accounting systems and procedures highly advantageous
  • Proficient with office applications (MS Office, Excel, PowerPoint) and web-based management systems
  • Demonstrated ability on events management and travel management.