PLEASE NOTE THIS IS A LOCALLY RECRUITED POSITION

Duration 6 months

BACKGROUND:

The African Elephant Specialist Group (AfESG) provides technical and scientific information on African elephants, helping to guide conservation and management. The data provide an evidence base for planning and implementation, as well as for monitoring and evaluation. It contributes expertise for surveying populations, collating and managing the database of information, and assessing the trends and patterns that emerge, producing periodic updates in the form of African Elephant Status Reports.

The AfESG maintains fundamental elephant management tools. The African Elephant Database (AED) is the most authoritative (CITES-mandated) and up-to date source of information on elephant numbers and distribution, from the local sites, scaled up to national, regional, and continental levels. The African Elephant Library is an invaluable and growing archive of over 7,500 references on the species. The journal “Pachyderm” promotes the sharing of information and knowledge on elephant management, providing peer-reviewed information to national governments and conservation organisations to support development of strategies and policies.

The AfESG is managed by a secretariat – 2 co-chairs, Senior Programme Officer, African Elephant Database (AED) manager and is planning to hire an Admnistrative Officer to join the secretariat.

MAJOR RESPONSIBILITIES:
Administer all aspects the Group’s project accounts, including any contractual agreements, in liaison with the co-Chairs, Programme Officer of the Group’s Secretariat

SPECIFIC DUTIES:

Financial responsibilities;
Managing the Group’s finances by entering financial data into the reporting system
Monitoring expenditure against budget
Prepare budgets
Prepare cash flow projections for calling down funds for office management, equipment, travel, and meetings
In consultation with supervisor, agree which project to debit for office management costs, equipment and travel and enter the expenditure in reporting system in the respective currencies.
Prepare financial reports on the status of funds of the Group’s project activities for each of the projects on a monthly basis and in liaison with financial controller ensure that the statements are correct and forward the same to the donors as per the donor reporting requirements.
Actively follow-up with rent, telephone, and other costs for the AfESG
Verify invoices and make payments from the AfESG bank accounts.
Maintain AfESG bank account and prepare bank reconciliation on a monthly basis to be submitted to ESARO finance for verification and approval.
Maintain Petty Cash float for the AfESG i.e. making payment, replenishing the cash and making balance the same.
Track AfESG finances managed through the IUCN ESARO Office and allocate where such expenses are to be charged e.g. salaries for AfESG staff working closely with the finance division of IUCN ESARO.
Assist the co-Chairs and the PO/Secretariat (or a designated IUCN officer) with any other financial management issues including finances of AfESG meetings.

Administration;
Produce monthly briefing documents to the co-Chairs covering all administrative issues
Work in close collaboration with IUCN Headquarters (Species Programme) on the submission of technical and financial reports to donors.
Review of donor contracts and agreements
Correspond as necessary with current donor agencies on any administrative matters concerning their respective grants to the AfESG
Work in close collaboration with the AfESG Programme Officer (or a designated IUCN officer) at the Secretariat in the production of proposals, in particular the preparation of the proposal budgets.
Liaise with the Species Programme office at IUCN HQ/ESARO on all administrative matters of mutual concern.
In close collaboration with the co-Chairs and the AfESG Secretariat Programme Officer (or a designated IUCN officer), assist to organize logistical preparation for AfESG meetings and prepare the administrative documents required for the meetings.
Respond to general queries from AfESG members

General;
Perform other assignments and tasks at the request of the co-Chairs and Programme Officer of the AfESG (or a designated IUCN officer).
Abide by the Guidelines for the Operation of SSC Specialist Groups with relation to geographical areas in which there is a permanent IUCN Representation, when these become available

Perform other duties as may be assigned from time to time.