About the role
This position is offered on a part-time basis (50%), with the potential for increased hours subject to future funding and project acquisition. Under the supervision of the Biodiversity Assessment and Knowledge team management, and in close collaboration with programme staff across the European Regional Office, the Biodiversity Project Administrator will support the operational delivery of the team’s project portfolio.
The position will provide essential administrative, coordination, and project support across the team’s core thematic areas, including:
- Invasive Alien Species
- Pollinator Conservation
- European Red List
The role is expected to comprise administrative and coordination support (majority) and support to project implementation (limited), with the exact breakdown of commitments dependant on programme needs. The position is designed to strengthen project delivery capacity by supporting the coordination of external experts, consultants, institutional partners, and project workflows across multiple concurrent projects.
Responsibilities
The Biodiversity Project Administrator will:
Project coordination
- Support implementation and coordination of the biodiversity project portfolios;
- Support tracking of project workplans, milestones, and delivery schedules across 3 – 5 concurrent project streams;
- Organise and coordinate project meetings, workshops, webinars and stakeholder consultations;
- Prepare meeting agendas, background documents, minutes and action trackers;
- Follow up on agreed actions and deliverables with internal and external stakeholders;
- Support coordination among project teams, consultants, academic experts and institutional partners.
Consultant and contract management
- Draft terms of reference for consultants and technical service providers;
- Liaise with internal procurement, finance and human resources functions to initiate consultancy processes;
- Prepare and process consultancy contracts and related documentation;
- Track contract approvals, signatures and administrative compliance;
- Monitor consultant deliverables, timelines and contractual milestones;
- Process invoices and support timely administrative closure of contracts;
- Proactively follow up with consultants and experts to ensure timely delivery.
Stakeholder engagement and communications
- Support stakeholder outreach and coordination activities;
- Contribute to preparation and dissemination of project communication materials, presentations, reports, and other dissemination outputs.
Systems and knowledge management
- Maintain project information using Microsoft Teams, SharePoint, and Microsoft Planner;
- Ensure project records, action trackers and operational documentation remain current and accessible.
Other duties
- Undertake additional tasks reasonably assigned by management in support of project delivery.
Eligibility
- Applicants must have the legal right to work in the EU.
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: http://www.iucn.org/involved/jobs/
