Administrative Assistant: Project “Closing the Caribbean Plastic Tap
JOB DETAIL
|
IUCN ORMACC seeks to strengthen its presence in the region through initiatives that align with its mission and vision. This work includes efforts for the conservation of natural areas, the empowerment of civil society, the generation of technical knowledge for conservation, the search for sustainable development, and the strengthening of legal and political frameworks for environmental protection and social equity.
About the Project:
Closing the Caribbean Plastic Tap is a regional initiative that focuses on the little-addressed problem of plastic waste leakage from island states. Over the last few years, the issue of plastic pollution and micro plastics in marine environments has dominated national, regional, and international discourse as the negative impact of plastics on the environment has become more apparent.
The project’s target countries are:
• Antigua and Barbuda.
• Grenada.
• Saint Kitts and Nevis.
• Saint Lucia.
• Saint Vincent and the Grenadines.
The initiative brings the fight against plastic pollution to the region as part of the IUCN’s global initiative ‘Close the Plastic Tap’. The purpose of this project is to demonstrate effective, quantifiable solutions to address recyclable and unrecyclable plastic waste from Small Island Developing States (SIDS). The project also seeks to tackle plastic waste leakage from SIDS, this is envisaged through building on the momentum already created from other initiatives within the Caribbean region.
Under this project it is intended that stakeholders from government, private sector and civil society will come together to develop and implement demand responsive solutions to plastic waste. These solutions will include policy changes and improvements in business operations as well as stimulate behavior change of the public. It is anticipated the project will support the reduction of waste generation on the islands through the utilization and re-purposing of plastic waste into commercially viable products for sale. In this light, it is expected that project outcomes will lead to job opportunities and income generation activities for the population with special emphasis on women, youths, and community groups.
The main project outcomes are:
1. Identified solutions for recyclable polymers in project countries implemented.
2. Non-Recyclable Polymer Solutions implemented for project countries.
3. Advance policy/legislative actions for effective management of plastics and plastic waste at national and regional levels.
4. Improved knowledge of plastic footprint of each country.
RESPONSIBILITIES
The Project’s Administrative Assistant will undertake the following duties:
• Provide procurement support to the project (request of quotes, receipt of bids, evaluation, processing of contracts, purchase orders, payments to suppliers, etc).
• Provide support to IUCN and the Project Coordinator (PC) in the financial and administrative management of the project.
• Establish mechanisms for the identification of suppliers of goods and services and channels for granting credit terms and conditions.
• Support the organization and implementation of activities (workshops, trainings, fieldtrips, etc.) and their formalities if necessary (mobilization of participants, per diem payments, coordination with different suppliers).
• Provide support on travel arrangements (travel reservations, hotel bookings, transportation, etc) to the Project Staff.
• Assist in project administration by assembling and preparing necessary documentation, monitor budgets and liaise with accounting staff in IUCN regarding payments.
• Interact with external agencies on administrative matters.
• Assist in recording and monitoring project expenditures and funds availability in close consultation with IUCN and the PC.
• Registration and filing of all project files Maintain updated electronic files documenting the different processes for the Procurement and Contracting of Goods and Services carried out.
• Scheduling and securing maintenance and insurance of project equipment as required.
• Undertake office fixed assets inventory and report on same to IUCN.
• Support the audit processes of the Project when required.
• Assist the PC in the logistical aspects to organise and hold Advisory Committee (AC) meetings.
• Assist the PC with communications with national partners and local authorities.
• Assist the PC in assembling necessary administrative and procurement information to prepare project reports.
• Ensure the proper use and updating of the internal administrative control systems in Smartsheet.
• Provide administrative and logistical assistance, on needs basis, to other IUCN initiatives that are operating in St Kitts and Nevis.
Please note: This ToR contains the main responsibilities and duties of this position. However, in a constantly evolving organisation like IUCN, staff members are expected to show flexibility in their approach to work and be willing to undertake other tasks that are reasonably assigned to them but not part of their normal ToR. When a task becomes a regular part of the staff member’s responsibilities, the ToR should be changed in consultation with the manager, the staff member, and the Human Resources Unit. Any of the beforementioned can initiate the consultation.
| • Must reside in one of the project countries of intervention: Antigua and Barbuda, Grenada, Saint Lucia, Saint Vincent and the Grenadines, or Saint Kitts and Nevis.
• At least an associate’s degree in administration, business, finance, or related field. • Minimum of three years of relevant professional experience in international or government organizations. • Proven ability to manage spreadsheets and budgets. • Proven knowledge of procurement procedures of international organizations. • Experience in word processing and other relevant office applications software packages. • Fluency in written and spoken English. Spanish is desirable. • Willingness to travel within the Caribbean and internationally, whenever required. • Ability to work in a multidisciplinary and multicultural team. • Ability and sensitivity to work with people of various characteristics, social, personal, and professional. • Sensitivity towards the cultural and social practices of local communities from different areas. |
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 world’s 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 people’s well-being.
