The Global Programmes Operations unit (GPOU) provides high quality and efficient financial and administrative services to support project and programme delivery. These services include, amongst others, support in financial planning, budget development, contracting (with donors, implementing partners and consultants), procurement, donor reporting and cost center management. The unit is also responsible for administration workflows and for leading system and process initiatives that lead to greater operational efficiency in the areas of project finance and administration across the Secretariat.

The primary purpose of the position is to provide finance and administrative services to IUCN Commissions to enable them to effectively manage their resources. Generally, under the supervision of the Programme Finance manager, the Commissions Finance Administrator will support Commission Chairs, executive officers and Steering Committee members in the Commissions finance, administration and operations.

Under the management of the Programme Finance Manager and supervision of the Coordinator, Commissions support unit, the Commissions Finance Administrator will have the following specific responsibilities:

 Provide finance and administrative support for the Commissions Operating fund (COF) and any donor-funds for each Commission:

o Provide timely support for financial and administrative queries of Commissions’ operations and activities with the support of finance, procurement, legal and HR.
o support annual budget preparation:

o Provide analysis of costs and commitments for contracts, advances and events. Monitor actual expenditure against budget.

o Review and process payments and expense claims, request new vendors.

o Monitor submission, review, and process financial reports for advances.

o Review submission and process credit cards receipts

o Support financial year-end operations.

o Track and reconcile monthly financial closings.


 Streamline COF financial management and ensure compliance:
o Compile and provide training on Financial guidelines for Commissions

o Capacity building of Commission Officers, Chairs and members

o Ensure compliance with IUCN Policies and procedures and Commissions financial rules

o Provide support for internal and external audits


 Support timely and efficient contract clearance processes by:
o Preparing documents for clearance of donor contracts;

o Identify issues of eventual conflict with IUCN policy and rules or with donor requirements;

o Supporting and ensuring timely and efficient procurement process clearance

o Securing timely and efficient sign-off and contract clearance by all levels of management required (Commissions, Legal OLA, HRMG, etc.) in coordination with Programme Finance Managers.

o Prepare advance agreements, small grants, internal agreements.

o Maintain a database of all contracts and commitments.

 Provide financial and administrative support to Steering Committee meetings and events, including planning, payments in liaison with IUCN regional and country offices.

 Input and maintain up-to-date financial and administrative data in appropriate systems (Award Vision, etc.)

 Support the digital and physical financial and contractual data filing and maintenance through the maintenance of the J Drive, Commissions files, project reports filing, etc.

 Ensure the timely processing of all travel requests from Commissions leads and facilitate all logistical arrangements for travel, visa, workshops and events.

 Support timely submission of all expense claims by the Commissions leads; ensure sufficient backup documents provided.




Other responsibilities

 As required, the Commissions Finance Administrator shall assume responsibility for other activities and projects that the Programme Finance Manager, the Coordinator Commissions Support unit and/or Head of GPOU may assign from time to time.