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Programme Administrator

Vacancy #:   1603
Unit:   Global Programme Operations Unit
Organization:   International Union for Conservation of Nature (IUCN)
Location:   Species Programme Office, Cambridge, United Kingdom
Reporting to:   Deputy Director, Global Species Programme
Work percentage:   100%
Function group:   A3
Expected start date:   01 September 2017
Type of contract:   Fixed-term (24 months with possibility of renewal)
Closing date:   17 September 2017 (extended)
BACKGROUND
The 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 centre 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 administrative services to Global Thematic Programmes and project managers at Headquarters to enable them to effectively manage their resources and projects. The Programme Administrator is expected to build a business partner relationship with Global Thematic Programmes and relevant project managers in order to gain a thorough understanding of the Global Thematic Programmes, their challenges and expectations. This includes supporting the administrative management of programmes and projects (portfolio of projects, cost centre).

The position is also expected to support the development of tools, reports, and appropriate procedures to facilitate efficient and effective administrative management of projects and resources across Global Thematic Programmes. Generally, the Programme Administrator will support programme heads, project officers and Programme Finance managers in IUCN programme and project implementation and delivery, throughout the full project cycle management.
JOB DESCRIPTION
SPECIFIC RESPONSIBILITIES

Under the overall supervision of the Head of Global Programme Operations and the management of a Programme Finance Manager, the Programme Administrator will have the following specific responsibilities:

Programmatic administrative support

• Assist the Finance Officer in the efficient provision of financial and administration services to Global Thematic Programmes (creation of projects, proposals and awards in IUCN financial systems, , contract signatory processes, contract invoicing, maintenance of financial data in financial systems, procurement process, etc.)
• Input and maintain up-to-date financial and administrative data in appropriate systems (Award Vision, Project Portal, etc.): budgets, IA information, ABC lists, etc.
• Support compliance with IUCN finance and institutional procedures by cost centre and project managers.

Project administrative support

• Provide consistent administrative support (internally, and externally with regions, sub-contractors and implementing partners) for all stages of the project 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.
Ensure and safeguard timely and efficient donor financial reporting, project audits, etc. Track and follow up on reporting
• deadlines/submissions with project managers
• Support procurement processes by working with project managers to draft Requests for Proposals (RFPs), issue RFPs, analyse 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 financial 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.
• Provide training and support on systems, standards and procedures to cost centre and project managers
• Support timely and efficient contract clearance processes by: Assist project managers in preparing documents forclearance of donor contracts;
Monitor and report against key performance indicators relevant to finance

• As requested, manage the administration of the GPOU unit in support to the Head of GPOU and other GPOU staff.

Other responsibilities

• As required the Programme Administrator shall assume responsibility for other activities and projects that the Head of Global Programme Operations unit and Programme Finance Manager may assign from time to time.

The above job description contains the main duties and responsibilities for this position. However, in a small organisation 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.
REQUIREMENTS
  • Ideally a qualification in an administrative and/or finance subject
• Experience working in a administration and/or project support capacity
• Practical experience of using and updating financial systems with a good understanding of budget management
• Strong written and verbal communication skills with an accurate eye for detail
• Experience drafting agreements and maintaining a filing systems is desirable
• You should have a hands-on mentality, be results driven and be a strong team player
• Ability to work and function in multicultural and multidisciplinary environment
• Strong written and spoken English

Only candidates that are eligible to live and work in the UK will be considered
SALARY
The gross annual salary for this position is in the range from GBP 23'564 to GBP 29'455.
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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