The International Union for Conservation of Nature (IUCN) is the world’s oldest and largest global environmental organization, bringing together governments, civil society organizations, experts, and researchers to conserve nature and accelerate sustainable development. With a long-standing history of action and innovation, IUCN works at the crossroads of policy, science, and practice to create a just world that values and conserves nature.
As part of its continuous commitment to organizational excellence and meaningful engagement with members and partners, IUCN is seeking to recruit a qualified and highly motivated individual to serve as an HR & Membership Administrator. This pivotal role is based at the Regional Office for Eastern and Southern Africa (ESARO) in Nairobi, Kenya.
This position offers a unique opportunity to work in a globally respected institution, contributing meaningfully to both human resource operations and member relations within a dynamic and mission-driven environment. The selected candidate will provide key administrative support to two vital components of the organization: the HR Unit and the Membership Unit.
Position Title: HR & Membership Administrator
Location: Nairobi, Kenya
Organization: International Union for Conservation of Nature (IUCN)
Department: People & Human Resources, Membership Unit
Region: Eastern and Southern Africa (ESARO)
Job Category: Administrative Support
Application Deadline: Rolling basis
Introduction to the Role
The HR & Membership Administrator plays a central role in ensuring that internal HR processes and membership engagement activities are professionally coordinated and implemented. This role is essential for the smooth operation of the ESARO office, supporting both the administrative needs of the human resources team and the dynamic relationships IUCN maintains with its Members.
Split evenly between two critical areas—Human Resources and Membership Support—this role calls for a detail-oriented, organized, and people-focused professional with a high level of integrity, discretion, and commitment to conservation and sustainable development.
Key Responsibilities
The responsibilities of the HR & Membership Administrator are organized into two primary categories, with approximately 50% of time dedicated to each area:
1. Membership Duties (50%)
The Membership responsibilities involve supporting the implementation of IUCN’s membership strategy across Eastern and Southern Africa and ensuring smooth coordination of member-related initiatives, applications, and events.
Duties Include:
- Logistical Support for Major Convenings:
- Provide logistical and preparatory support to the Membership Unit for major gatherings such as the World Conservation Congress (WCC) and other regional or global meetings.
- Coordinate with relevant internal and external stakeholders to ensure timely planning and smooth execution of events involving Members.
- Membership Recruitment & Retention:
- Work closely with the Regional Membership & Executive Affairs Manager to support the recruitment of new Members and retention of current ones.
- Ensure that applications are complete and submitted on time to IUCN Headquarters for approval by the Council.
- Facilitate communication with prospective Members and provide guidance on the application process, including documentation, payment, and adherence to statutory requirements.
- Onboarding and Liaison:
- Serve as a liaison between new Members and IUCN during the admission process, working closely with the Regional Membership & Executive Affairs Manager.
- Ensure that all applicants receive timely updates and are fully informed throughout their application and integration process.
- Coordination of Member-Related Events:
- Assist IUCN programme staff in coordinating national, regional, and international events involving Members.
- Collaborate with the Membership and Commission Support Unit and project teams to align Member activities with IUCN goals.
- Exit Process for Withdrawn Members:
- Facilitate the processing of exit interviews and documentation for Members who withdraw.
- Support the Membership Unit to ensure lessons learned are documented and follow-ups are conducted where appropriate.
- General Administrative Support:
- Provide day-to-day administrative assistance to the Membership Unit.
- Maintain orderly records, files, and documentation relevant to Members and Membership events.
- Other Duties:
- Perform any other membership-related tasks as assigned by the line manager to support the effective functioning of the unit.
2. HR Support (50%)
The HR component of this role is instrumental in ensuring robust and compliant human resources systems and procedures across the ESARO office. The Administrator will be responsible for the maintenance, organization, and confidentiality of HR files and assist in the recruitment process.
Duties Include:
- Records Management & Filing:
- Organize and maintain both physical and digital HR files in accordance with IUCN standards and policies.
- Develop and maintain an efficient filing system that allows for easy access and retrieval of personnel documents.
- Digitize important employee documentation by scanning and saving in secure electronic formats.
- Apply privacy and confidentiality measures to all HR records and ensure compliance with data protection standards.
- Staff Files and Documentation:
- Update existing personnel files to ensure completeness and accuracy.
- Create new files for employees who do not have complete physical documentation.
- Ensure all files are up-to-date using the IUCN ESARO personnel file checklist as a reference.
- HR Compliance and Accuracy:
- Keep meticulous records of all HR documents, ensuring accuracy, accessibility, and full compliance with legal and regulatory requirements.
- Ensure that filing procedures meet IUCN’s confidentiality principles and organizational policies.
- Administrative Support in Recruitment:
- Support the HR Unit with scheduling interviews, including communicating with panel members and contacting shortlisted candidates.
- Organize interview logistics and provide support to hiring managers as needed during the recruitment cycle.
- Printing and Document Handling:
- Print, copy, and organize documents for meetings or records purposes.
- Support in formatting and converting documents for electronic storage.
- Other HR Functions:
- Assist with general HR administrative tasks as required.
- Ensure smooth internal operations by supporting ongoing HR projects and initiatives.
Work Environment and Reporting
The HR & Membership Administrator will work under the direct supervision of the Regional Membership & Executive Affairs Manager, while also maintaining a close working relationship with the Human Resources Officer in the regional office.
This position requires cross-departmental collaboration, frequent communication with both internal staff and external members, and the ability to manage multiple responsibilities simultaneously with professionalism and attention to detail.
Who We Are Looking For
IUCN is seeking a proactive, detail-oriented, and highly organized professional with a demonstrated ability to manage sensitive information, coordinate multiple tasks, and interact effectively with diverse stakeholders. While qualifications are not specified in the job description, the ideal candidate will be someone with a strong administrative background, excellent communication skills, and the ability to uphold confidentiality and organizational standards.
Experience in event coordination, human resources administration, or membership support within an international or regional organization will be considered an asset. Additionally, familiarity with document management systems, HR procedures, and filing compliance in accordance with data protection regulations is crucial for success in this role.
Why Join IUCN?
At IUCN, you will be joining a passionate and diverse team working on some of the most critical environmental challenges of our time. This role offers an exciting opportunity to make a difference while growing your career in a world-class conservation organization. You will also gain exposure to global conservation processes and contribute to meaningful initiatives that connect people, nature, and sustainable development.
As part of IUCN’s inclusive and professional work culture, the HR & Membership Administrator will benefit from a collaborative and supportive environment that values integrity, transparency, and performance.
How to Apply
If you are ready to contribute to global conservation efforts while building your skills in human resources and membership engagement, we encourage you to apply for this position.
