SPECIFIC RESPONSIBILITIES

Under the direct management of the Head of Global Programme Operations unit (based in Switzerland) and the supervision of the Washington office based Senior Finance Manager, the Programme Administrator will have the following specific responsibilities:


Programmatic financial and administrative support

•Support the efficient provision of financial and administration services to Global Thematic Programmes (creation of projects, proposals and awards in IUCN financial systems, contract drafting, contract signatory processes, contract invoicing, maintenance of financial data in financial systems, procurement process, etc.)
•Support the development and maintenance of tracking systems to support administration procedures as projects transition from development, implementation and closure (e.g. contracts tracking system, reporting deadlines tracking system, financial and contractual data storage and filing, etc.)
•In coordination with Programme Finance Managers, Ensure that Global Thematic Programmes cost centres and programmes administration regular tasks are performed to meet IUCN’s internal procedures; such as time tracking, consistent cost recovery and overheads charging, financial and contractual data archiving etc.
•Input and maintain up-to-date financial and administrative data in appropriate systems (Award Vision, Project Portal, etc.): budgets, IA information, projects lists, etc.
•Support the overall cost recovery tracking to ensure consistency of cost recovery throughout the Global Thematic Programmes’ project portfolio; generate and book journals to record staff time
•Assist with the preparation of Global Thematic Programmes financial management reports for use at various levels of the organization covering areas such as performance measurement, compliance and risk.
•Support compliance with IUCN finance and institutional procedures by cost centre and project managers.


Project financial and administrative support

•Provide consistent financial and 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 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 travel requests from programme staff and facilitate logistical arrangements for travel, visa, workshops and events.
•Support the development of global procedures and standards to support the effective management of programmes, projects and core income and expenditure.
•Support the development of financial, administrative and operations systems and processes in areas such as contractual procedures, time tracking and reporting management, budget development and reporting, travel logistics, etc.


Other responsibilities

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