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Grant Administrator – Global Programmes Operations unit

Vacancy #:   6635
Unit:   IUCN European Regional Office Brussels
Organisation:   International Union for Conservation of Nature (IUCN)
Location:   European Regional Office Belgium, Brussels, Belgium
Reporting to:   Senior Manager, Grant Finance
Work percentage:   100%
Grade:   A3
Expected start date:   08 January 2024
Type of contract:   Fixed-term (12 months)
Closing date:   01 December 2023 (extended)
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.

Grant making programmes have grown considerably over recent year as the mechanism has become established as one of IUCN’s primary delivery vehicles. As a result, there is now a need for a tailored service to grant making programmes. The purpose of the position is to support on the provision of financial and administrative services to grant making programmes and to develop the function in line with anticipated growth and to ensure optimal service delivery.

The Grant Administrator is expected to build a business partner relationship with Thematic Teams that undertake grant making programmes and relevant managers in order to gain a thorough understanding of the Global Thematic Programmes grant making portfolios, their challenges and expectations.

The Grant Administrator will support the Senior Manager, Grant Finance in developing and delivering effective and efficient finance and administration services to the Thematic Teams’ grant making portfolios and ensure:

• Consistent application of relevant IUCN financial and administration procedures throughout the Thematic Teams grant making mechanisms in areas such as budgeting, cost recovery, procurement, time recording, contract management, thereby ensuring integrity of financial information and operational processes;
• Fiduciary and Quality assurance of IUCN financial processes across grant making programme ensuring that donor contractual conditions are met.


Under the overall supervision and direct management of the Senior Manager, Grant Finance the Grant Administrator will have the following specific responsibilities:

Grant administrative support

• Provide consistent administrative support (internally, and externally with regions, sub-contractors and implementing partners) for all stages of the project grant management cycle (from concept and proposal development, through implementation to reporting and close-out) and ensure maintenance of up-to-date financial and contractual information in our systems.
• Support project managers to ensure consistent application of all IUCN and donors standards related to project preparation during concept and proposal development, and throughout the project cycle to close-out.
• Support procurement processes by working with project managers to draft Requests for Proposals (RFPs), issue RFPs, analyze responses, prepare contracts, process invoices, and enter details into NAV.
• Provide support to project audits by collecting requested documents and by responding to requests from the auditors in collaboration with Programme Finance Managers, and regions.
• Support implementing partner processes, including drafting agreements, reviewing reports and entering details into NAV.
• Support the tracking and follow up on reporting deadlines/submissions with project managers
• Support the development and management of internal agreements (IAs), including the drafting of agreements. Work with regional colleagues to ensure a consistent and streamlined approach to the administration and management of internal agreements.
• Support the digital and physical financial and contractual data filing and maintenance through the maintenance of the J Drive, projects files, project reports filing, etc.
• Support timely and efficient contract clearance processes by:
? Preparing documents for clearance of donor contracts;
? Identify issues of eventual conflict with IUCN policy and rules or with donor requirements;
? Supporting and ensuring timely and efficient procurement process clearance
? Securing timely and efficient sign-off and contract clearance by all levels of management required (Programmes, Legal OLA, DGO, etc.) in coordination with Programme Finance Managers.

General administration support

• Ensure the timely processing of all travel requests from programme leads and facilitate all logistical arrangements for travel, visa, workshops and events.
• Support timely submission of all expense claims by the programme leads; ensure sufficient backup documents provided.

Other responsibilities

• As required, the Grant Administrator shall assume responsibility for other activities and projects that the Senior Manager, Grant Finance may assign from time to time.

The above job description contains the main duties and responsibilities for this position. However, in a small organization such as IUCN, staff members are expected to show flexibility in their approach to work and be willing to undertake other tasks that are reasonably allocated to them but which are not part of their regular job description. Where any task becomes a regular part of an employee's responsibilities, the job description will be changed in consultation with the employee and the Human Resources Management Group.
  • 3 years minimum of administrative or accounting studies

• At least 3 years of administration and/or accounting support experience

• Practical experience of using and updating financial systems

• Good communication skills

• Hands-on mentality, result driven and team player

• Ability to work and function in multicultural and multidisciplinary environment

• Strong written and spoken English and French

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 1,400 Member organisations and some 15,000 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.