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.