Administrative Assistant

Major Responsibilities

Office support and filing

• Support in verification of Travel Authorizations (TAs), Expense Claims (ECs), and related records.
• Ensure accurate scanning, naming, and archiving of administrative documents.
• Assist with the drafting of routine email responses, reminders, and internal communications.
• Assist in update and maintain the current suppliers’ list and regularly review prices according to market conditions
  
  

Travel and event coordination support

• Assist in collecting and compile travel information for staff (e.g., flight/train options, hotel listings).
• Support the preparation of travel documents and itineraries.
• Assist in organizing local logistics for workshops, trainings, or events.
  
  

Administrative coordination and support for the Country Representative

• Provide overall administrative support to CR’s day-to-day operations.
• Facilitate administrative and logistical arrangements for CR-led meetings, events and activities.
• Track and follow up with staff in ensuring that they perform and comply with CRs directives, instructions and action points.
• Prepare notes, minutes and written records to document office meetings and discussions.
  
  

Maintain electronic and hard copy filing systems for quick and easy retrieval of office communications, roster of contacts and documents.

• Assemble briefing materials, presentations and documents required for the CR’s meetings, events and activities.
• Maintain and update the CR’s individual records necessary for various HR and administrative purposes, and as required for external activities.
• Coordinate the CR’s calendar of tasks, activities and commitments; assist in managing CR’s work schedule by liaising with internal and external parties.
• Manage administrative and logistical arrangements for the CR’s duty travels, external representational tasks and other related activities.
• Perform other tasks, as may be assigned, to directly support the CR’s overall scope of work.
  
  

IT and office maintenance support

• Report minor tech & IT issues to the supervisor or IT focal person.
• Assist with setup and organization of IT equipment for meetings or workshops.
  
  

Finance support

• Support for financial day to day operations.
• Assist in organizing and maintaining physical finance filing systems
• support in preparation of bank/cash vouchers and obtain approvals for payment from relevant individuals
• Support for Processing travel-related financial documents and expense settlements.
• Support on tax-related matters
  
  

REQUIREMENTS

• A - Qualifications & Experience Required for the position
  
  

A–1. Formal/Academic Education

• Bachelor’s degree in Business Administration, Office Management, Public Administration, or a related field.
• Acceptable alternative: Associate diploma in administration/secretarial studies with at least 2 years of relevant work experience.
  
  

A–2. Training & Experience

• 1–2 years of proven experience in administrative, clerical, or office support roles (internships or part-time roles can count).
• Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook) and basic office equipment.
• Familiarity with record-keeping, filing systems, and data entry procedures.
• Desirable
• Training in office management, customer service, or basic accounting/finance procedures.
• Experience supporting meetings, travel arrangements, or procurement processes.
  
  

A–3. Language Skills (Necessary to Perform the Job)

• Fluency in written and spoken English & Hindi.
• Ability to draft routine correspondence and reports with correct grammar and formatting.
  
  

A–4. International Experience

• Exposure to a multicultural or international work environment (e.g., internship with an NGO or multinational company) is an added advantage. SALARYThe minimum gross annual salary for this position is INR 484023. While this is an indicative amount effective as of the current date, changes may occur as per IUCNs compensation practices without prior notice. The same applies to other organisations hosted by IUCN.
  
  

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/

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