Programme Administrator - IUCN, Cambridge UK
Title: Programme Administrator
Location: Species Programme Office, Cambridge, United Kingdom
Reporting to: Deputy Director, Global Species Programme
Type of contract: Fixed term (24 months with possibility of renewal)
Closing date: 17 Spetember 2017
Under the overall supervision of the Head of Global Programme Operations and the management of a Programme Finance Manager, the Programme Administrator will have the following specific responsibilities:
Programmatic administrative support
• Assist the Finance Officer in the efficient provision of financial and administration services to Global Thematic Programmes (creation of projects, proposals and awards in IUCN financial systems, , contract signatory processes, contract invoicing, maintenance of financial data in financial systems, procurement process, etc.)
• Input and maintain up-to-date financial and administrative data in appropriate systems (Award Vision, Project Portal, etc.): budgets, IA information, ABC lists, etc.
• Support compliance with IUCN finance and institutional procedures by cost centre and project managers.
Project administrative support
• Provide consistent administrative support (internally, and externally with regions, sub-contractors and implementing partners) for all stages of the project management cycle (from concept and proposal development, through implementation to reporting and close-out) and ensure maintenance of up-to-date financial and contractual information in our systems.
• Support project managers to ensure consistent application of all IUCN and donors standards related to project preparation during concept and proposal development, and throughout the project cycle to close-out.
Ensure and safeguard timely and efficient donor financial reporting, project audits, etc. Track and follow up on reporting
• deadlines/submissions with project managers
• Support procurement processes by working with project managers to draft Requests for Proposals (RFPs), issue RFPs, analyse responses, prepare contracts, process invoices, and enter details into NAV.
• Provide support to project audits by collecting requested documents and by responding to requests from the auditors in collaboration with Programme Finance Managers, and regions.
• Support implementing partner processes, including drafting agreements, reviewing financial reports and entering details into NAV.
• Support the tracking and follow up on reporting deadlines/submissions with project managers
• Support the development and management of internal agreements (IAs), including the drafting of agreements. Work with regional colleagues to ensure a consistent and streamlined approach to the administration and management of internal agreements.
• Support the digital and physical financial and contractual data filing and maintenance through the maintenance of the J Drive, projects files, project reports filing, etc.
• Provide training and support on systems, standards and procedures to cost centre and project managers
• Support timely and efficient contract clearance processes by: Assist project managers in preparing documents forclearance of donor contracts;
Monitor and report against key performance indicators relevant to finance
• As requested, manage the administration of the GPOU unit in support to the Head of GPOU and other GPOU staff.
• As required the Programme Administrator shall assume responsibility for other activities and projects that the Head of Global Programme Operations unit and Programme Finance Manager may assign from time to time.
• Ideally a qualification in an administrative and/or finance subject
• Experience working in a administration and/or project support capacity
• Practical experience of using and updating financial systems with a good understanding of budget management
• Strong written and verbal communication skills with an accurate eye for detail
• Experience drafting agreements and maintaining a filing systems is desirable
• You should have a hands-on mentality, be results driven and be a strong team player
• Ability to work and function in multicultural and multidisciplinary environment
• Strong written and spoken English