Job Description

Vacancy #:	7702
Unit:	Harmony Project
Organisation:	International Union for Conservation of Nature (IUCN)
Location:	Centre for Mediterranean Cooperation, Malaga, Spain
Reporting to:	HR Officer – HR Information Systems and Compensation
Work percentage:	100%
Grade:	A3
Expected start date:	02 November 2026
Type of contract:	Max-term (up to 24 months with possibility of renewal)
Closing date:	07 October 2026

BACKGROUND

IUCN Human Resources Management Group (HRMG) provides HR leadership to IUCN Secretariat global HR function ensuring the consistent, fair and strategic management of IUCN workforce. HRMG also provides the full range of HR management services to IUCN Headquarters, including recruitment, payroll, contract administration etc. HRMG works in partnership with line management and HR professionals around the globe, to whom it provides expert advice for the purpose of attracting, retaining and developing a qualified and motivated workforce.

Project Harmony is a multi-year initiative to modernise IUCN’s core internal systems and ways of working, starting with Finance and Human Resources. Its goal is to make every day work simpler, clearer, and better supported by data, so staff can spend less time on administration and more time advancing IUCN’s mission.

Harmony is not just an IT project. It is an investment in how IUCN operates as a global organisation.

SCOPE
The HRIS Project Assistant provides administrative, organisational and coordination support to the Harmony HR workstream and its business owner, the HR officer, HR systems and compensation. The position acts as the operational backbone of the HR workstream and contributes to the successful delivery of the HR component of Project Harmony.

JOB DESCRIPTION

SPECIFIC DUTIES AND RESPONSIBILITIES

1.Project coordination and administration

Support the day-to-day administration and coordination of the Harmony HR workstream.
Organise meetings, workshops, interviews, demonstrations, and consultation sessions.
Coordinate meeting invitations, agendas, supporting documentation, logistics, attendance tracking and follow-up activities, including minutes and action items.
Monitor action completion and follow up with action owner on outstanding tasks.
Maintain contact lists and stakeholder distribution groups.

2.Documentation and project records management
Manage the HR workstream SharePoint site and document repositories.
Ensure project documents are correctly named, version controlled, filed and archived.
Assist in capturing lessons learned and knowledge-transfer documentation throughout the project lifecycle.

3.Governance, reporting and tracking support
Assist with monitoring progress against HR workstream plans and milestones.
Support the preparation of dashboards, status reports and progress updates.
Assist in preparing materials for Steering Committee meetings and project reviews.
Compile information requested from HR stakeholders, workstream members and project leadership.

4.Stakeholder and regional coordination support
Coordinate engagement with HR colleagues across headquarters, regions and country offices.
Consolidate feedback received from regional HR teams and project participants.
Assist the HR business owner in coordinating communications with HR focal points, core system users, and subject matter experts.

5.HR system selection and procurement support
Support administration of Requests for Information (RFI), Requests for Proposal (RFP) and vendor evaluation processes.
Compile evaluation documentation and stakeholder feedback.
Maintain records of vendor communications and project procurement documents.
Support document preparation for procurement reviews and decision-making processes.

6.Data migration and testing coordination support
Support and coordinate data validation and data-cleansing activities.
Coordinate participation of HR stakeholders in testing activities.
Maintain testing schedules, participant lists, testing documentation, and testing feedback.
Assist with preparation of testing reports and sign-off documentation.

7.Change management and communication support
Assist in preparing HR communications, presentations, FAQs and awareness materials.
Support training logistics, participation tracking and follow-up.
Assist with coordination of Harmony Ambassadors and regional focal points.
Collect and consolidate user feedback and adoption information.

8.Go-live and post-implementation support
Support preparation of go-live documentation and checklists.
Maintain issue and support logs during implementation and stabilisation periods.
Assist in monitoring and reporting post-implementation issues and requests.
Support knowledge-transfer and project closure activities.

The above job description contains the main duties and responsibilities for this position. However, in an organisation such as IUCN, staff members are expected to show flexibility in their approach to work and be willing to undertake other tasks that are reasonably allocated to them, but which are not part of their regular job description. Where any task becomes a regular part of an employee's responsibilities, the job description will be changed in consultation with the employee and the Human Resources Management Group.

REQUIREMENTS

Education:
Bachelor's degree (or equivalent) in Business Administration, Human Resources, Information Systems, Project Management or related field.
Relevant certifications in HRIS, project management, change management, or data analysis would be an asset.
Experience & technical skills:
Minimum 3 years’ experience in providing project, programme, HR or administrative support.
Experience working with HR information systems and employee data management.
Experience in an international and multicultural environment.
Exposure to HRIS, ERP or digital transformation projects.
Knowledge of data cleansing, data migration, and data validation methodologies.
Other Skills:
Outstanding attention to details and data accuracy.
Strong sense of discretion in handling information that is private or confidential in nature.
Ability to work under tight deadlines and with multiple priorities.
Excellent organization and coordination skills.
Ability to work collaboratively with diverse stakeholders.
Languages:
Excellent written and spoken English is required.
Basic to intermediate knowledge of Spanish would be an asset.

SALARY

The minimum gross annual salary for this position is EUR 34'200. 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: https://www.iucn.org/involved/jobs/

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.

www.iucn.org
https://twitter.com/IUCN

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