IUCN recrute 01 Executive Officer
Background
The Executive Officer shall provide a wide range of complex strategic and operational support to the Regional Director and the Regional Programme Coordinator. The Executive Officer will enhance the Regional Director and Regional Programme Coordinator’s capacity to engage effectively and strategically on key IUCN PACO issues. She/he will work closely with other members of the management and leadership team to ensure efficient flow of information and actions on instructions. The Executive Officer must be a confident, assertive and self-motivated with first-rate communication skills and experience working with senior stakeholders. The role also demands strong programme coordination, problem-solving and organizational skills and would suit an individual who enjoys working in a varied and challenging environment.
Summary of Key Functions
- Provide effective executive-level support to the Regional Director and Regional Programme Coordinator;
- Manage the Regional Director’s relations with internal and external partners;
- Manage the accurate and coordinated flow of communication in and out of the Office of the Regional Director;
- Coordinate special projects in the Office of the Regional Director;
- Ensure proactive engagement, communication and interaction with members of IUCN PACO (staff, IUCN Members, Commissions, Council, partners) by the Office of the Regional Director in order to strengthen IUCN PACO’s role in carrying out its mission in the region;
- Serves as the first point of contact for the Regional Director and Regional Programme Coordinator
Job description
Specific duties
- Provide support to the Regional Director and the Regional Programme Coordinator in delivering the organisation’s overall strategic objectives;
- Manage the Regional Director and Regional Programme Coordinator’s daily work (diary/email management, meetings/events, travel logistics, correspondence, etc.);
- Ensure the highest level of discretion, judgment, and diplomacy in providing a wide range of executive officer support, sets priorities, manage the workflow in an efficient and organized manner;
- Manage the Regional Director’s relations with external partners and donors;
- Ensure the Regional Director and Regional Programme Coordinator has necessary preparatory/briefing documents in advance of meetings and appointments;
- Prepares invoices, payments request and expenses claims for the Regional Director and Regional Programme Coordinator ‘costs centre and managed petty cash;
- Design and manage a tracking system to ensure ad hoc actions are followed through to completion;
- Draft documents, letters and reports. This includes editing and reviewing documents drafted by others for dissemination by the Regional Director and Regional Programme Coordinator.
- Develop effective systems and procedures to ensure that the Office of the Regional Director and Regional Programme Coordinator runs efficiently and effectively;
- Coordinate the IUCN PACO Regional Management Team and Regional Leadership Team meetings. This includes minute taking, tracking decisions and reporting on IUCN’s management/leadership meetings;
- Ensures the Regional Director receives regular and timely progress reports from unit heads reporting directly to him/her, including regular meetings with the heads of such units;
- Is responsible for the Regional Director and Regional Programme Coordinator’s travel arrangements, prior and after travel (transportation, visa, accommodation, itinerary, briefing book, daily subsistence allowance, expense claims);
- Oversee the Regional Director’s Office’s finances;
- Maintain an accurate paper and electronic filing system;
- Ensure there is proactive engagement, communication and interaction with members/commissions by the Office of the Regional Director in order to strengthen IUCN’s role in carrying out its mission in the region
- Support the Regional Director on all matters pertaining to the Regional Conservation Forum (RCF) and the World Conservation Congress (WCC).
- Coordinate special projects in the Office of the Regional Director ensuring the timely and effective delivery of work plans and objectives.
This includes but not limited to:
- Compiling and disseminating program materials and documents
- Support implementation of new initiatives and projects
- Conducting policy research, analysis and literature review, as assigned
- Preparing briefs on key program issues, as assigned
- Supporting programme assignments in the Office of the Regional Director and Regional Programme Coordinator
- Any other duties as assigned by the Regional Director / Regional Programme Coordinator
Requirements
Required skills, experience and competencies
Education and Work Experience
- Bachelor Degree in Business Administration, Social Sciences or related field. Post graduate qualifications added advantage.
- A minimum of 5 years work experience in an Executive role ideally at Director’s level.
- Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint)
Language Requirements:
Fluency in English, both written and verbal is a must.
Competencies
Core Competencies
- Transparency: Able to build trust and contribute to informed and responsible decision making by carrying out the work of IUCN in a transparent manner; provides clear guidance to ensure that objectives and desired measurable results are understood by members of the team.
- Inclusiveness: Understands and accepts cultural diversity, and provide a tolerant, positive and supportive working environment that fosters respect for diversity, demonstrates ability to work in a multicultural, multi ethnic environment and to maintain effective working relations with people of different nationalities and cultural backgrounds.
- Professionalism: Promote the organization’s interests, objectives and values in a diligent and professional manner.
- Accountability: Takes responsibility of individual and collective actions.
Functional competencies
- Maintain a high degree of discretion and confidentiality in work
- Demonstrate a high level of competence in analyzing and synthesizing complex issues across a wide spectrum of technical and managerial areas
- Demonstrate the ability to carry out basic research and searches (e.g. using online sources) and organize summaries
- Excellent written and verbal skills with an ability to adapt style of communication to suit the relevant audience.
- Ability to liaise with a wide range of people, often at a high level both internally and externally and with credibility, tact and diplomacy and build strong working relationships.
- Excellent organizational and project management skills and demonstrated ability to manage multiple projects.
- Proven interpersonal skills and demonstrated ability to establish and maintain effective working relations with people in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity
- 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.
- Must be 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, meet tight deadlines and produce high quality documents at short notice.
- Responds positively to critical feedback and differing points of views;
- Demonstrated ability to work with limited supervision and manage work in demanding environment;
- Committed to continuous learning and self-development.
- Willingness to travel
The above job description contains the main duties and responsibilities for this position. However, in a small organization such as IUCN, staff members are expected to show flexibility in their approach to work and be willing to undertake other tasks that are reasonably allocated to them but which are not part of their regular job description. Where any task becomes a regular part of an employee’s responsibilities, the job description will be changed in consultation with the employee and the Human Resources Department.
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