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Project Administrator

Vacancy #:   6197
Unit:   TRAFFIC Vietnam
Organisation:   TRAFFIC International (TRAFFIC)
Location:   TRAFFIC Vietnam, Hanoi, Viet Nam
Reporting to:   Senior Operations Manager
Work percentage:   100%
Grade:   A2
Expected start date:   01 December 2022
Type of contract:   Fixed-term (12 months with possibility of renewal)
Closing date:   20 November 2022
BACKGROUND
TRAFFIC is the leading non-governmental organization working globally on trade in wild animals and plants in the context of both biodiversity conservation and sustainable development.
TRAFFIC International is a charity and limited company registered in the UK. TRAFFIC’s head office, based in Cambridge UK, provides worldwide leadership, coordination, cross-regional and corporate functions. TRAFFIC’s local engagement is managed through programme offices operating under the auspices of the UK charity, with staff based in a hub office and at other strategic locations where necessary. Programme offices operate within a geographic area of responsibility focused on one or multiple countries where TRAFFIC aims to help deliver priority programme outcomes. TRAFFIC works in strategic alliance with IUCN and WWF on wildlife trade issues.
JOB DESCRIPTION
CHARACTERISTIC DUTIES

This position is responsible for ensuring the consistent and efficient administration and operation of projects. The Project Administrator works closely with the Office Director, project staff and finance staff in Viet Nam as well as the Project Support Manager, Project Managers, and finance staff at TRAFFIC International and throughout the TRAFFIC network. The Project Administrator escalates contractual and reporting issues to the Project Manager and the Office Director.

SPECIFIC DUTIES
• Support program, project staff in Viet Nam and International offices on day-to-day project administration, including:
 Scheduling meetings, writing minutes and agendas, and circulating reference material for the preparation of meetings
 Deadline tracking with monitoring systems and alerts for project teams
 Maintaining of project files (both hard and soft copies)
 Ensuring the timely transfer of project funds
 Providing support to the budget development of new proposals
 Input data and maintain TRAFFIC’s Project Management Database
• Support with the project finance work, including:
 (re)allocating activity funding and monitoring and forecasting project spending and income.
 Preparing project financial reports as required by donors and ensuring its timely submission
 Providing support to the finance officer on financial audits
 Assisting with the compilation of the ‘TRAFFIC’s quarterly reporting
 Processing expense claims, ensuring all expenses made are reasonable, accurate, in-line with approved budget and in compliance with cost principles
 Preparing vouchers and record the transactions into the accounting system in the right period and with sufficient supporting documents
 Reconciling the monthly balance sheet and accounts
 Managing petty cash and bank accounts
 Filing financial records, bank statements, transfer receipts of fund and journal entry documents
 Keeper of Office’s Petty Cash
• Other office and project administration tasks as required by Senior Operations Manager and Office Director.

SUPERVISION
• Consultants as required
REQUIREMENTS
  • Bachelor’s Degree in financial and accounting
• Relevant and proven experience in financial management, project administration and contracting
• Ability to demonstrate sound financial skills
• Sound knowledge of MS Office software use, especially Excel and Access
• Excellent interpersonal skills and have strong organisational ability
• A good team player but also willing to work on own initiative
• Keen interest in environmental and financial issues
• Fluency in written and spoken English required
• Eligible to live and work in Viet Nam
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: http://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 1,300 Member organisations and some 10,000 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.

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