Administrative Assistant

Vacancy #:

7417

Unit:

India Corporate

Organisation:

International Union for Conservation of Nature (IUCN)

Location:

India Country Office, New Delhi, India

Reporting to:

Senior Administrative Associate

Work percentage:

100%

Grade:

A1

Expected start date:

01 November 2025

Type of contract:

(13 months)

Closing date:

08 October 2025

BACKGROUND

This is a local recruitment. Only Indian nationals, individuals with residence status or the appropriate employment visa for India are eligible to apply.

As part of its ongoing efforts to strengthen operational efficiency and ensure continuity of service delivery, the Country Office is seeking to enhance the capacity of its Administration and Finance Unit. In line with this strategic approach, the office is opening a position for an Administrative Assistant position to provide critical support across a range of administrative and operational functions.

This role forms part of a broader initiative to reinforce administrative structures, streamline workflows, and maintain high standards of support services within the Country Office. The selected candidate will contribute to the effective functioning of the unit, supporting day-to-day operations and ensuring the smooth delivery of administrative and financial processes in a dynamic and fast-paced environment.

JOB DESCRIPTION

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.

SALARY

The minimum gross annual salary for this position is INR 484'023. While this is an indicative amount effective as of the current date, changes may occur as per IUCN's 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:

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.