POSITION TITLE: Executive Secretary, Mangroves for the Future
FUNCTIONAL GROUP: A3
LOCATION: IUCN Asia Regional Office, Bangkok, Thailand
MAJOR RESPONSIBILITIES AND DUTIES:
The Executive Secretary will provide secretarial and administrative support to the MFF Secretariat and facilitate the smooth-running of day-to-day operations as well as provide administrative and logistic support to national and international events.
More specifically, the Executive Secretary will assist with the following tasks as part of general secretarial support and day to day management of operations, information and networking:
- Maintain appointment diaries, schedule meetings and make appointments.
- Deal with and record telephone calls, email messages, visitors and queries on the programme/project and IUCN with appropriate actions and responses particularly in the absence of the Line Manager;
- Organize national and international travel arrangements for project staff (including travel bookings, cash advances, travel approval forms, local pick-ups and transport, visa, accommodation requirements); as well as travel advance reconciliations/reimbursements
- Provide secretarial and logistical support to national and international training events, workshops, conferences and meetings (including travel arrangements, booking of venue and accommodation, facilitation during events, reporting)
- Provide secretarial and logistic support to visitors and consultants for MFF (including travel arrangements, accommodation, payments)
- Support with submitting and tracking of staff time payments, invoices, travel expenses and other payments as appropriate.
- Develop and maintain a computerized mailing list, as well as an information database on principal contacts and email addresses, telephone and fax numbers as relevant for MFF;
- Maintain and support the organisational filing and data management systems, in hard copy as well as computerized form as appropriate including monitoring start dates and durations, due dates for related payments,and reminding all parties about pending issues and deadlines accordingly.
- Ensure that admin / finance / personnel forms are available and used as and when required.
- Be informed about the movements of and keep in touch with the MFFS staff members with RPD & other secretariat offices.
- Through regular liaison with office administration and the other Asia Regional Office secretaries, ensure that:
• programme office space is well maintained, neat and secure
• equipment is well maintained
• stationery is supplied and accounted for
• equipment is well maintained
• stationery is supplied and accounted for
- Maintain the 'corporate' identity of IUCN/MFF by ensuring that all letters, memos, faxes, proposals and reports of the programme and project adhere to the IUCN style;
- Assist in the preparation of programme documents including helping with the layout and publication of reports.
- Provide secretarial support to other parts of the office in times of particular stress.
- Carry out any other relevant tasks as required by, and mutually agreed with, the line manager(s).
REQUIREMENTS
• Bachelor's degree in Secretarial, Business Administration or other related fields;
• At least 3 years work experience in a relevant position (preferably with a similar organization);
• Demonstrated ability to work as part of a multicultural, multidisciplinary team;
• Proficient in written and spoken English;
• Strong computer Literate (Standard software, Internet, E-Mail, etc.); and
• Ability to handle multi tasking efficiently and in a timely manner and maintain quality and accuracy of outputs during periods with heavy workloads.
How to apply:
Applicants are requested to apply online through the HR Management System athttps://hrms.iucn.org/iresy/index.cfm?event=vac.show&vacId=490&lang=en , 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/
