BACKGROUND
The Director General of IUCN is seeking an Executive Assistant who is highly motivated with leadership qualities, skilled, well organized, proactive and capable of operating effectively and discreetly in a highly demanding fast-paced environment.
The Director General Office is a busy office, which deals with all aspects of the IUCN's work, interacts with all staff and Senior Management, as well as ministries, governments, embassies and high level officials, representatives from the private sector, non-governmental organizations, and academia.
The main responsibility of the Executive Assistant is to provide effective and high-quality office, administrative and executive assistance to the Director General’s office, working closely with other members of the office to ensure a smooth operation of the office. In addition to the Director General, the office currently consists of two Advisors, one Research Associate and one other administrative staff.
The main responsibility of the Executive Assistant is to provide effective and high-quality office, administrative and executive assistance to the Director General’s office, working closely with other members of the office to ensure a smooth operation of the office. In addition to the Director General, the office currently consists of two Advisors, one Research Associate and one other administrative staff.
SPECIFIC DUTIES AND RESPONSIBILITIES
OBJECTIVES OF THE POSITIION
The Executive Assistant provides support to the Director General (DG) in all aspects of his/her work; to guarantee a smooth, efficient and effectively run office, whilst maintaining an overview of the functioning of the global and decentralized IUCN Secretariat. The Executive Assistant is the first point of contact for the DG’s office for both internal and outside enquiries. The role therefore requires excellent multicultural communication skills and an overview of the workings of the entire organization. The Executive Assistant is expected to handle sensitive and confidential information and demonstrate the highest levels of integrity and discretion. The Executive Assistant in the DG's office is expected to work as a seamless team with the other members of the Director General’s office.
The Executive Assistant provides support to the Director General (DG) in all aspects of his/her work; to guarantee a smooth, efficient and effectively run office, whilst maintaining an overview of the functioning of the global and decentralized IUCN Secretariat. The Executive Assistant is the first point of contact for the DG’s office for both internal and outside enquiries. The role therefore requires excellent multicultural communication skills and an overview of the workings of the entire organization. The Executive Assistant is expected to handle sensitive and confidential information and demonstrate the highest levels of integrity and discretion. The Executive Assistant in the DG's office is expected to work as a seamless team with the other members of the Director General’s office.
MAIN DUTIES AND RESPONSIBILITIES
• Administers the Director General’s Office (DGO), setting work priorities and ensuring deadlines are met
• Serves as the main point of contact for the Director General for internal and external parties.
• Ensures the highest level of discretion, judgment, and diplomacy in providing a wide range of executive assistant support; sets priorities; manages the workflow in an efficient and organized manner.
• Manages the DG’s daily schedule and office task list.
• Arranges the DG’s meetings, ensuring agenda and documentation are distributed in a timely manner. On a needs basis acts as rapporteur and prepare and distribute minutes/ updates. Monitors follow-up action as required.
• Undertakes and effectively organizes all manner of events related to the work of the Director General (working lunches and dinners; retreats; high-level meetings; receptions, etc.).
• Makes logistical arrangements for meetings convened by the DG.
• As requested, responsible for arrangements for DG travel logistical arrangements (transportation, visa, accommodation, itinerary, briefing book).
• Drafts letters and memoranda for final approval and signature by the Director General.
• Review and log all incoming correspondence and route for action/advice to the Secretariat staff, as necessary. Maintain a tracking system to ensure timely action on delegated items.
• Maintains and updates contact lists, the filing system, archives and ensures the general efficient functioning of the Director General's Office.
• Collects, analyzes and summarizes information, as requested by the DG.
• Ensures the DG receives regular and timely progress reports from unit heads reporting directly to him/her, including regular meetings with the heads of such units.
• Prepares invoices, payment requests and expense claims for the cost centre, and manage petty cash.
• Provides general support for the entire DGO team.
• Prepares informal translations from/to one of the three official languages (English, French, Spanish) of IUCN as required.
• Maintains supplies and ensure maintenance of office equipment.
• Works closely with the Assistant to the Director General and provides back up as needed.
• Other duties as may be required.
• Administers the Director General’s Office (DGO), setting work priorities and ensuring deadlines are met
• Serves as the main point of contact for the Director General for internal and external parties.
• Ensures the highest level of discretion, judgment, and diplomacy in providing a wide range of executive assistant support; sets priorities; manages the workflow in an efficient and organized manner.
• Manages the DG’s daily schedule and office task list.
• Arranges the DG’s meetings, ensuring agenda and documentation are distributed in a timely manner. On a needs basis acts as rapporteur and prepare and distribute minutes/ updates. Monitors follow-up action as required.
• Undertakes and effectively organizes all manner of events related to the work of the Director General (working lunches and dinners; retreats; high-level meetings; receptions, etc.).
• Makes logistical arrangements for meetings convened by the DG.
• As requested, responsible for arrangements for DG travel logistical arrangements (transportation, visa, accommodation, itinerary, briefing book).
• Drafts letters and memoranda for final approval and signature by the Director General.
• Review and log all incoming correspondence and route for action/advice to the Secretariat staff, as necessary. Maintain a tracking system to ensure timely action on delegated items.
• Maintains and updates contact lists, the filing system, archives and ensures the general efficient functioning of the Director General's Office.
• Collects, analyzes and summarizes information, as requested by the DG.
• Ensures the DG receives regular and timely progress reports from unit heads reporting directly to him/her, including regular meetings with the heads of such units.
• Prepares invoices, payment requests and expense claims for the cost centre, and manage petty cash.
• Provides general support for the entire DGO team.
• Prepares informal translations from/to one of the three official languages (English, French, Spanish) of IUCN as required.
• Maintains supplies and ensure maintenance of office equipment.
• Works closely with the Assistant to the Director General and provides back up as needed.
• Other duties as may be required.
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 Management Group.
SELECTION CRITERIA
Minimum Education/Experience:
• Undergraduate degree with at least seven years relevant administrative experience.
• Excellence in communication (written and spoken) in English and French is required, including the ability to draft letters in English, and translate materials from English to French and French to English.
• Ability to work with a high level of discretion in providing wide-ranging executive assistance to the Director General.
• Extensive and diverse experience within a large organization, with an in-depth knowledge of processes, technologies, policies and procedures, particularly with regard to institution-wide decision making functions.
• Ensures adherence to relevant guidelines and overall quality of inputs.
• High degree of judgment, tact, integrity and diplomacy, substantial expertise in dealing with confidential data and frequent sensitive and confidential information.
• Effective analytical, research and problem solving skills.
• Demonstrated ability to function under time pressure and to handle multiple tasks in a fast-paced environment of changing priorities.
• Excellent interpersonal skills, flexibility and ability to work in a team-oriented multi-cultural environment.
• Proactive attitude, a self-starter, outstanding interpersonal and leadership skills and ability to work with staff at all levels (inside and outside IUCN), with demonstrated ability to respond and deal effectively with diverse situations using good judgment, tact and diplomacy.
• Flexibility and willingness to work long hours and weekends when necessary.
• High level of adaptability, resourcefulness and initiative.
Minimum Education/Experience:
• Undergraduate degree with at least seven years relevant administrative experience.
• Excellence in communication (written and spoken) in English and French is required, including the ability to draft letters in English, and translate materials from English to French and French to English.
• Ability to work with a high level of discretion in providing wide-ranging executive assistance to the Director General.
• Extensive and diverse experience within a large organization, with an in-depth knowledge of processes, technologies, policies and procedures, particularly with regard to institution-wide decision making functions.
• Ensures adherence to relevant guidelines and overall quality of inputs.
• High degree of judgment, tact, integrity and diplomacy, substantial expertise in dealing with confidential data and frequent sensitive and confidential information.
• Effective analytical, research and problem solving skills.
• Demonstrated ability to function under time pressure and to handle multiple tasks in a fast-paced environment of changing priorities.
• Excellent interpersonal skills, flexibility and ability to work in a team-oriented multi-cultural environment.
• Proactive attitude, a self-starter, outstanding interpersonal and leadership skills and ability to work with staff at all levels (inside and outside IUCN), with demonstrated ability to respond and deal effectively with diverse situations using good judgment, tact and diplomacy.
• Flexibility and willingness to work long hours and weekends when necessary.
• High level of adaptability, resourcefulness and initiative.
INTERVIEW PROCESS (Dates to be confirmed)
Step 1: Written assignment -
Step 2: Interview -
Step 3: 1 hour test and face to face interview - IUCN Headquarters
Step 1: Written assignment -
Step 2: Interview -
Step 3: 1 hour test and face to face interview - IUCN Headquarters
REQUIREMENTS
• Due to local legal requirements candidates must be Swiss Citizens or hold a valid C, B or G work permit.
• Technology and systems knowledge - Has advanced proficiency of latest technology relevant to assigned responsibilities. Demonstrates initiative in learning and/or supporting implementation of emerging technology and systems relevant to effective work of the Director General’s office.
• Versatility and adaptability - Able to anticipate, facilitate and catalyze change in the business environment and accurately assess the need for new skills and knowledge. Demonstrates continued learning attitude, supporting others in their learning and change management efforts.
• Project and task management - Able to organize, coordinate, monitor and implement tasks and projects. Demonstrates ownership and accountability for results. Demonstrates innovation and creativity in promoting effectiveness.
• Team Leadership - Provides direction to the team, making changes to processes as needed to support progress.
• Lead and Innovate - Initiates changes to work processes to improve efficiency and performance.
• Collaborate Within Teams and Across Boundaries - Contributes to wider collaborative efforts.
• Make Smart Decisions - Analyzes data to support and enable decision-making.
• Office Administration - Able to take responsibility for all aspects of planning, organization, coordination, and improvement of the unit's administrative work distribution in support of the implementation of the units work program.
• Technology and systems knowledge - Has advanced proficiency of latest technology relevant to assigned responsibilities. Demonstrates initiative in learning and/or supporting implementation of emerging technology and systems relevant to effective work of the Director General’s office.
• Versatility and adaptability - Able to anticipate, facilitate and catalyze change in the business environment and accurately assess the need for new skills and knowledge. Demonstrates continued learning attitude, supporting others in their learning and change management efforts.
• Project and task management - Able to organize, coordinate, monitor and implement tasks and projects. Demonstrates ownership and accountability for results. Demonstrates innovation and creativity in promoting effectiveness.
• Team Leadership - Provides direction to the team, making changes to processes as needed to support progress.
• Lead and Innovate - Initiates changes to work processes to improve efficiency and performance.
• Collaborate Within Teams and Across Boundaries - Contributes to wider collaborative efforts.
• Make Smart Decisions - Analyzes data to support and enable decision-making.
• Office Administration - Able to take responsibility for all aspects of planning, organization, coordination, and improvement of the unit's administrative work distribution in support of the implementation of the units work program.
*About IUCN
IUCN, International Union for Conservation of Nature, helps the world find pragmatic solutions to our most pressing environment and development challenges.
IUCN, International Union for Conservation of Nature, 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.
IUCN is the world’s oldest and largest global environmental organization, with more than 1,200 government and NGO members and almost 11,000 volunteer experts in some 160 countries. IUCN’s work is supported by over 1,000 staff in 45 offices and hundreds of partners in public, NGO and private sectors around the world.
www.iucn.org*
www.iucn.org*
HOW TO APPLY:
APPLICATIONS
Applicants are requested to apply online through the HR Management System, by opening the vacancy announcement and pressing the "Apply" button.
Applicants will be asked to create an account and submit their profile information. Applications will not be accepted after the closing date. The vacancy closes at midnight, Swiss time (GMT+1 / GMT+2 during Daylight Saving Time, DST).
Other job opportunities are published in the IUCN website: http://www.iucn.org/involved/jobs/
Executive Assistant to the Director General
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