Hris Project Assistant

HRIS Project Assistant (Project Harmony)Vacancy #: 7702Unit: Harmony ProjectOrganisation: International Union for Conservation of Nature (IUCN)

Location:
Centre for Mediterranean Cooperation, Malaga, SpainReporting to: HR Officer – HR Information Systems and CompensationWork percentage: 100%Grade: A3Expected start date: 02 November 2026Type of contract: Max-term (up to 24 months with possibility of renewal)Closing date: 07 October 2026BACKGROUNDIUCN 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.
SCOPEThe 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 RESPONSIBILITIES1. Project coordination and administrationSupport 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 managementManage 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 supportAssist 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 supportCoordinate 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 supportSupport 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 supportSupport 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 supportAssist 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 supportSupport 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