HR & Membership Administrator Job at International Union for Conservation of Nature

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:

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 Council’s 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• Support the Membership Unit to process exit interviews (or relevant process) with withdrawn Members.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

REQUIRED SKILLS, EXPERIENCE AND COMPETENCIES:

Education and Work Experience;

• Bachelor’s 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 organization’s 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.

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