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Project Administrator, TREPA
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BACKGROUND
RE-ADVERTISEMENT
NOTE THAT APPLICANTS THAT HAVE ALREADY APPLIED NEED NOT RE-APPLY
THIS POSITION IS OPEN TO RWANDA NATIONALS OR PERMANENT RESIDENTS OF RWANDA ONLY ON LOCAL TERMS AND CONDITIONS OF EMPLOYMENT.
BACKGROUND:
The IUCN-International Union for Conservation of Nature, Rwanda Country Office in collaboration with The Governments of Rwanda through the Ministry of Environment, is implementing a 6-year programme (December 2021 to December 2027) – “Transforming Eastern Province through Adaptation” – TREPA Project
The TREPA Project intends to restore 60,000 ha of drought-degraded landscapes into climate resilient ecosystems through re-forestation, agroforestry, restoration of pastureland, and soil erosion control measures in all the seven districts of the Eastern Province.
IUCN’s role of the Accredited Entity to Global Climate Fund (GCF) is to coordinate all activities implemented by Executing Entities (IUCN Rwanda, ENABEL and Rwanda Forest Authority) and Service providers (Cordaid, ICRAF and World Vision) through its Project Management Unit (PMU) under strategic guidance of the National Project Steering Committee chaired by the Ministry of Environment (MoE). The PMU also coordinate the work of Project Management and Coordination Committee, Technical Advisory Committee and the efficiency of three landscape hub established in Rwamagana, Gatsibo and Ngoma Districts.
IUCN is therefore seeking to recruit for the position of Project Administrator to provide project management support to the Chief of Party to ensure smooth operation of both PMU/PMCC office, landscape hub offices and project activities.
NOTE THAT APPLICANTS THAT HAVE ALREADY APPLIED NEED NOT RE-APPLY
THIS POSITION IS OPEN TO RWANDA NATIONALS OR PERMANENT RESIDENTS OF RWANDA ONLY ON LOCAL TERMS AND CONDITIONS OF EMPLOYMENT.
BACKGROUND:
The IUCN-International Union for Conservation of Nature, Rwanda Country Office in collaboration with The Governments of Rwanda through the Ministry of Environment, is implementing a 6-year programme (December 2021 to December 2027) – “Transforming Eastern Province through Adaptation” – TREPA Project
The TREPA Project intends to restore 60,000 ha of drought-degraded landscapes into climate resilient ecosystems through re-forestation, agroforestry, restoration of pastureland, and soil erosion control measures in all the seven districts of the Eastern Province.
IUCN’s role of the Accredited Entity to Global Climate Fund (GCF) is to coordinate all activities implemented by Executing Entities (IUCN Rwanda, ENABEL and Rwanda Forest Authority) and Service providers (Cordaid, ICRAF and World Vision) through its Project Management Unit (PMU) under strategic guidance of the National Project Steering Committee chaired by the Ministry of Environment (MoE). The PMU also coordinate the work of Project Management and Coordination Committee, Technical Advisory Committee and the efficiency of three landscape hub established in Rwamagana, Gatsibo and Ngoma Districts.
IUCN is therefore seeking to recruit for the position of Project Administrator to provide project management support to the Chief of Party to ensure smooth operation of both PMU/PMCC office, landscape hub offices and project activities.
JOB DESCRIPTION
MAJOR RESPONSIBILITIES:
The Project Administrator (PA) will work under direct supervision of the Chief of Party to provide project management support for effective, efficient achievement of the results through contributing to seamless delivery of operational, coordination and relational priorities of TREPA Project within PMU at the national and landscape level. The incumbent is expected to exercise full compliance with IUCN/GCF programming, financial, procurement and administrative rules, regulations, policies and strategies, as well as implementation of the effective internal control systems. Also, the position holder will be important for ensuring correspondence with TREPA’s stakeholders (internal and external) is well coordinated and different partners’ activities (including training, workshop, consultancies, events, learning and monitoring visits) are well coordinated and documented.
SPECIFIC DUTIES:
Provide project management and stakeholder engagement support to the COP including but not restricted to:
Develop, organize and maintain a system of project correspondence and communication.
Manage the Chief of Party’s schedule and maintain a system of coordination of PMU/PMCC actions or resolutions
Prepare agendas and arrange field visits, appointments and meetings both internal and external related to the project; This includes drafting minutes of the National Project Steering committee (NPSC), Project Management and Coordination Committee (PMU/PMCC), Technical Advisory Committee (TAC) and other project related meetings
Coordinate information flow and track assigned project activities with relevant staff/partners and provide assistance and/or information on project related matters as well as managing relationships with project external stakeholders, districts/Eastern province, partners, beneficiaries,
Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of project reports to the technical team
Support the establishment and maintenance of an efficient records system. This includes maintaining donor and other contractual records. Ensure inclusion of relevant information in the IUCN Project Portal.
Initiate and prepare disbursements to implementing partners or to third parties in accordance with activities and budgets of approved contracts, MoUs and concept notes;
Follow up on co-financed activities within IUCN (other Projects) and with partners. This includes coordinating with the Senior Finance Officer to develop, organize and maintain a system to track co-finance commitments at the source and their records at execution in real time.
Support the mainstreaming of gender equality and effective implementation of the community approach and grievance mechanism by all implementing partners through all relevant project activities
Support the Chief of Party in preparing project supervision and donor reports, including M&E reports and the required back-up data which confirms the reported results and achievements;
Ensuring coordination with other IUCN teams in programs, operation and finance as well as corporate initiatives at country and regional office.
Provide administrative support to ensure efficient delivery of the project that is compliant to relevant policies, standards and protocols of IUCN, GCF, GOR through:
Provide logistical support to programme activities (trainings, meetings, conferences and workshops) making sure that all aspects and details of such events are covered. This includes coordination of all aspects of travel, accommodation and conferencing facilities and potentially preparing relevant background documentation and publicity materials for the event as well as and keeping records of participant lists.
Arrange for procurement of equipment, supplies and services as required in accordance with the project work plan;
Assist with project procurement and ensure that contractual processes follow the stipulated IUCN procurement procedures: This includes preparation of consultants' contracts, obtaining clearance, approval in accordance to Internal Control System (ICS) procedures and tracking of contracts disbursements for consultants/specialists engaged by the project
Assist in project staff and experts' recruitment processes, coordinates with Human Resources and follow-up. This includes also maintaining records and track their respective status (contracts, ToRs, time and attendance – if appropriate, etc.) in accordance with accepted policies and procedures
Supports budgeting and procurement of office supplies and programme equipment at PMU/PMCC and landscape hub(s) levels
Carry out any other duties as requested by the line manager
The Project Administrator (PA) will work under direct supervision of the Chief of Party to provide project management support for effective, efficient achievement of the results through contributing to seamless delivery of operational, coordination and relational priorities of TREPA Project within PMU at the national and landscape level. The incumbent is expected to exercise full compliance with IUCN/GCF programming, financial, procurement and administrative rules, regulations, policies and strategies, as well as implementation of the effective internal control systems. Also, the position holder will be important for ensuring correspondence with TREPA’s stakeholders (internal and external) is well coordinated and different partners’ activities (including training, workshop, consultancies, events, learning and monitoring visits) are well coordinated and documented.
SPECIFIC DUTIES:
Provide project management and stakeholder engagement support to the COP including but not restricted to:
Develop, organize and maintain a system of project correspondence and communication.
Manage the Chief of Party’s schedule and maintain a system of coordination of PMU/PMCC actions or resolutions
Prepare agendas and arrange field visits, appointments and meetings both internal and external related to the project; This includes drafting minutes of the National Project Steering committee (NPSC), Project Management and Coordination Committee (PMU/PMCC), Technical Advisory Committee (TAC) and other project related meetings
Coordinate information flow and track assigned project activities with relevant staff/partners and provide assistance and/or information on project related matters as well as managing relationships with project external stakeholders, districts/Eastern province, partners, beneficiaries,
Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of project reports to the technical team
Support the establishment and maintenance of an efficient records system. This includes maintaining donor and other contractual records. Ensure inclusion of relevant information in the IUCN Project Portal.
Initiate and prepare disbursements to implementing partners or to third parties in accordance with activities and budgets of approved contracts, MoUs and concept notes;
Follow up on co-financed activities within IUCN (other Projects) and with partners. This includes coordinating with the Senior Finance Officer to develop, organize and maintain a system to track co-finance commitments at the source and their records at execution in real time.
Support the mainstreaming of gender equality and effective implementation of the community approach and grievance mechanism by all implementing partners through all relevant project activities
Support the Chief of Party in preparing project supervision and donor reports, including M&E reports and the required back-up data which confirms the reported results and achievements;
Ensuring coordination with other IUCN teams in programs, operation and finance as well as corporate initiatives at country and regional office.
Provide administrative support to ensure efficient delivery of the project that is compliant to relevant policies, standards and protocols of IUCN, GCF, GOR through:
Provide logistical support to programme activities (trainings, meetings, conferences and workshops) making sure that all aspects and details of such events are covered. This includes coordination of all aspects of travel, accommodation and conferencing facilities and potentially preparing relevant background documentation and publicity materials for the event as well as and keeping records of participant lists.
Arrange for procurement of equipment, supplies and services as required in accordance with the project work plan;
Assist with project procurement and ensure that contractual processes follow the stipulated IUCN procurement procedures: This includes preparation of consultants' contracts, obtaining clearance, approval in accordance to Internal Control System (ICS) procedures and tracking of contracts disbursements for consultants/specialists engaged by the project
Assist in project staff and experts' recruitment processes, coordinates with Human Resources and follow-up. This includes also maintaining records and track their respective status (contracts, ToRs, time and attendance – if appropriate, etc.) in accordance with accepted policies and procedures
Supports budgeting and procurement of office supplies and programme equipment at PMU/PMCC and landscape hub(s) levels
Carry out any other duties as requested by the line manager
REQUIREMENTS
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• POSITION REQUIREMENTS Education: Bachelor's Degree in Natural resources management, development studies or business management. A professional certification or postgraduate diploma in Project management will be an added advantage. Work Experience; At least 3 years of progressively programme support/project coordination experience is required at the national or international level, Experience of providing administrative and logistical support to programme activities for a development institution (public or non-Profit) where compliance to donor and institution is the norm, Exposure to environmental conservation or agricultural development programs with high interactions with beneficiaries’ communities, local authorities and service providers, Experience of programme reporting, including monitoring and evaluating based on provided data, Experience of communicating effectively, including writing donor – oriented reports at project and activity level, Experience of working effectively within a back office working environment that support central office and field offices where using initiative, prioritizing own workload and interacting with senior managers is the routine, Experience working in a multi-partner/consortium type of projects as a key focal point coordinating information flow, Exposure to secretariat services to governing boards such as board of directors, steering committees and senior management team. Language Proficiency; Excellent command of English for both verbal and written communication Capability to speak Kinyarwanda is a must. Core Competencies; Transparency: Able to build trust and contribute to informed and responsible decision making by carrying out the work of IUCN in a transparent manner; provides clear guidance to ensure that objectives and desired measurable results are understood by members of the team. Inclusiveness: Understands and accepts cultural diversity, and provide a tolerant, positive and supportive working environment that fosters respect for diversity, demonstrates ability to work in a multicultural, multi ethnic environment and to maintain effective working relations with people of different nationalities and cultural backgrounds. Professionalism: Promote the organization’s interests, objectives and values in a diligent and professional manner. Accountability: Takes responsibility of individual and collective actions, promotes the IUCN One Programme approach. Functional competencies; This position requires a self-starter and entrepreneurial individual with an ability to design new systems and tools to manage complex tasks and structures at organizational and technical level. The incumbent should Adhere to IUCN ESARO core values of Transparency. Inclusiveness, Professionalism and Accountability. More specifically, he/she must: Be highly organized, detail-oriented, and self-motivated with the ability to multi-task and prioritize needs Be creative, able to make new and useful ideas work Have sound hands-on organisational knowledge including knowledge of financial, procurement, administrative practices and project reporting. Have project management skills with strong ability to support the monitoring of programme/project budgets. Computer proficiency in Word, Excel. Outlook and PowerPoint; Possess energy, drive, enthusiasm, commitment and passion for high quality work; Must be dependable, a good team player and able to work independently as well as have the ability to learn quickly and expand scope of functions; Capacity to work under pressure and to meet tight deadlines; Excellent writing, networking, facilitation and communication skills; Excellent command of English both written and spoken and ability to produce high quality documents at short notice. Commitment to continuous learning and proactive and mature attitude towards self-development Willingness to travel |
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: https://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 1,400 Member organisations and around 16,000 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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