Programme Administrator - IUCN, Cambridge UK

Application Deadline: 
17 Sep 2017

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

Specific responsibilities

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.

Other responsibilities

• 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.

Requirements

• 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