Project Administration Assistant Full Time

IUCN–ROWA is seeking a project administration assistant for the JILMI project with proven experience in project administration, operational coordination, logistics and documentation management within donor-funded programmes.

Key tasks

Under the supervision of the Water and Climate Change Programme Manager, and in close coordination with the project coordinator and programme staff, the administrative assistant will carry out the tasks below.

• Draft agreements, contracts, and MoUs under the JILMI project in line with IUCN policies and donor requirements.
• Submit, follow up and track JILMI-related payment processes in close coordination with IUCN ROWA’s Finance.
• Provide administrative support to procurement processes for goods and services related to JILMI activities, ensuring that required documentation is complete and submitted in line with IUCN procurement procedures.
• Prepare, maintain, and update a comprehensive digital archive of project activities, contracts, payments, and documentation.
• Coordinate logistics for meetings, workshops, field visits, and events, including venue arrangements, travel, and participant support.
• Set up calls and meetings, serving as the primary liaison between field teams and the Amman office during project implementation.
• Document all meetings, workshops, and events by preparing minutes, tracking action points, and maintaining organized records.
• Develop official letters for communications with the project’s key stakeholders.
• Coordinate field missions to project sites (Yarmouk, King Talal Dam, Kafrain), including travel logistics and local arrangements.
• Provide general administrative support to the JILMI Project Coordinator and Water & Climate Change Programme Manager.
• Serve as the focal point for communication and coordination between project technical partners, field staff, and IUCN ROWA operations
• Assist with travel arrangements and visa processing for project staff, consultants, and international visitors.
• Manage project inventory, including tracking equipment, supplies, and assets across field sites and the Amman office.
• Manage the project calendar, track deadlines for deliverables, payments, and reporting requirements.
• Maintain updated contact lists for project stakeholders, including government partners, technical partners, and community representatives.
• Initiate, follow up, and update the project-related actions in IUCN’s project portal.
• Any other duties assigned by the line manager.

REQUIREMENTS

• Bachelor’s degree in business administration, or any other related field
• Minimum 4 years of relevant experience in project administration, preferably with international organisations, development projects, or NGOs.
• Proven experience in project administration and contract coordination, including supporting procurement and financial processes in compliance with institutional and donor policies.
• Experience supporting multi-stakeholder projects involving government partners, field operations, and technical teams. 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/