Vacancy #: 7348 Unit: ESARO - Human Resources Organisation: International Union for Conservation of Nature (IUCN) Location: Eastern and Southern Africa Regional Office, Nairobi, Kenya Reporting to: Regional Head of Human Resources, IUCN-ESARO Work percentage: 100% Grade: A3 Expected start date: 01 September 2025 Type of contract: Fixed-term (24 months) Closing date: 08 August 2025 BACKGROUND THIS IS A LOCAL POSITION
BACKGROUND:
The HR & Membership Administrator will provide support to the Office of the Regional Director in relation to the planning and operations of the World Conservation Congress and other regional events. S/He will also be responsible for providing support to the ESARO HR team through filing, records management services, interviews scheduling and carrying out related administrative tasks to support the HR unit. JOB DESCRIPTION MAJOR RESPONSIBILITIES:
The HR & Membership Administrator will be responsible for two key work components:
MEMBERSHIP DUTIES (50%);
Support the ESARO Membership Unit on all preparations and logistics planning for the World Conservation Congress (WCC) and Other Convenings.
Support the Regional Membership & Executive Affairs Manager on membership recruitment and retention initiatives by ensuring timely submission to IUCN HQ for Councilโs approval, including liaising with potential Members, ensuring that the application form is completed, all supporting documents, including payment, required for the admission/adhesion are provided and that all statutory requirements are met.
Support in liaison with applicants and new Members, once admitted by IUCN Council, including working closely with the Regional Membership & Executive Affairs Manager throughout the application/admission/adhesion process and keeping applicants informed.
Assist the Regional Membership & Executive Affairs Manager and Programme staff of IUCN ESARO and the Membership and Commission Support Unit in coordinating national, regional, and global events involving Members and projects from ESARO.
Support the Membership Unit to process exit interviews (or relevant process) with withdrawn Members.
Provide general administrative support to the ESARO Membership unit.
Perform any other related activity that may be assigned by the line manager.
HR SUPPORT (50%);
Records management through organizing and filing paperwork according to an efficient filing system and organizing the digitization of important documentation.
Update staff files maintaining their easy accessibility to the HR unit personnel.
Ensure accurate HR record keeping, reporting, and compliance with legal & regulatory requirements.
Ensure all employee documents are sorted properly as per the IUCN ESARO personnel files checklist
Create new files for staff missing physical files, and ensure all documents are filed according to the checklist.
Keep all paperwork in appropriate places applying privacy measures to all documents.
Print documents as required and convert documentation into electronic format by scanning.
Ensure there is an efficient filing system to facilitate updating and the retrieving of staff files
Adhere to IUCN policies and confidentiality principles to safeguard data
Support with all interview scheduling, notifying relevant interview panels, and contact shortlisted candidates for relevant interviews. REQUIREMENTS โข REQUIRED SKILLS, EXPERIENCE AND COMPETENCIES:
Education and Work Experience;
Bachelorโs degree in Event Management or business administration or relevant professional diploma
Minimum of 5 years of experience in event or exhibition management for a large conference.
Proven experience in managing cross-functional teams and coordinating with multiple stakeholders.
Good experience of working with filing systems
Certification in the documentation management area will be a bonus
Good practical experience with MS Office and office equipment such as photocopier? scanner etc.
High level of English both oral and written skills
Language Proficiency;
Excellent command of English and strong verbal and written communication skills
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 provides a tolerant, positive, and supportive working environment that fosters respect for diversity, demonstrates ability to work in a multicultural, multiethnic environment and to maintain effective working relations with people of different nationalities and cultural backgrounds.
Professionalism: Promote the organizationโs interests, objectives, and values in a diligent and professional manner.
Accountability: Takes responsibility for individual and collective actions, promotes the IUCN One Programme approach.
Functional competencies;
Should be self-motivated and proactive.
Should have strong, demonstrable analytical skills.
Should have strong interpersonal and communication skills and be able to employ diplomacy, especially when collaborating with a broad range of stakeholders.
Must have excellent organizational skills with close attention to detail and the ability to manage and prioritize own workload.
Maintain reliability and strict confidentiality
Strong project management with a problem-solving mindset and ability to perform under pressure.
Knowledge of health and safety regulations.
Proficiency in event management software and tools.
Physical requirements may include standing for extended periods and supervising on-site activities.
Must be an excellent team player and is expected to work well in a multicultural and multidisciplinary environment.
Committed to continuous learning and proactive and mature attitude towards self-development.
Ability and willingness to travel. 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). Please note that only selected applicants will be personally contacted for interviews.
Other job opportunities are published in the IUCN website: https://www.iucn.org/involved/jobs/
About IUCN
IUCN is a membership Union uniquely composed of both government and civil society organisations. It provides public, private and non-governmental organisations with the knowledge and tools that enable human progress, economic development and nature conservation to take place together.
Created in 1948, IUCN is now the worldโs largest and most diverse environmental network, harnessing the knowledge, resources and reach of more than 1,400 Member organisations and around 16,000 experts. It is a leading provider of conservation data, assessments and analysis. Its broad membership enables IUCN to fill the role of incubator and trusted repository of best practices, tools and international standards.
IUCN provides a neutral space in which diverse stakeholders including governments, NGOs, scientists, businesses, local communities, indigenous peoples organisations and others can work together to forge and implement solutions to environmental challenges and achieve sustainable development.
Working with many partners and supporters, IUCN implements a large and diverse portfolio of conservation projects worldwide. Combining the latest science with the traditional knowledge of local communities, these projects work to reverse habitat loss, restore ecosystems and improve peopleโs well-being.
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