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.

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 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