Characteristic duties

This position provides support to the management of the Central Africa project portfolio to ensure that project implementing teams operate effectively, on time and according to donor requirements. The Assistant Officer - Administrative and Project Support will work closely with Project Managers, Finance, the Global Project Support Unit in Cambridge, and wider project implementation teams. He/She is a key internal contact point for implementation and reporting issues.

Specific duties

• Coordinates with the project teams on day-to-day project administration including scheduling meeting and circulating reference material for preparation of meetings;
• Liaises with the Project Support Unit on budget and contract coordination and troubleshooting;
• Advises Project Managers on the management of project finances, maintaining cash-flows and assisting with budget forecasts and liaising with project managers on a day-to-day basis;
• Supports Project Managers in the preparation of project budgets by ensuring they comply with TRAFFIC standards and donor contracts and agreements;
• Works with Project Managers and Finance Officer to ensure timely preparation and submission of project financial and technical reports, and any other financial documents required by donors, including review and quality control elements within the Central Africa and Global offices;
• Organises any necessary outgoing project agreements including (together with IUCN HR) consulting agreements, and arranges for the timely transfer of funds, both incoming and outgoing, based on contract requirements;
• Provides support to the Finance Officer for the preparation for project audits including the collection and review of supporting documentation from the host organisation;
• Supports as required proposal development for the Central Africa Programme Office including working with the Global PSU in co-ordinating proposal submissions in the network;
• Supports Project Managers and other CAF staff for accurate preparation of documentation for the disbursement of funds for workshops, meetings and staff missions;
• Maintains a project management system including details of all projects administered by TRAFFIC Central Africa, filing, and timesheets;
• Coordinates the processing of mission orders, travel authorizations for missions of staff members, partners and consultants, ensuring with the Project Manager that these missions are eligible and necessary funds are available before they are conducted;
• Conducts regular assessments of performance TRAFFIC light for project management and timely share the outcome to Programme Office Director, Finance, and Project Managers;
• Whenever needed by CAF and GLO, attends training sessions that can help to ensure efficiency in the implementation of the projects;
• Ensures that the implementation of the projects is in accordance with donors’ requirements, and TRAFFIC and Hosting Organisation project implementation policy, tools and procedures;
• Ensures that goods received are in compliance with the organization’s policies;
• Coordinates with Project Managers, Finance and Logistics Assistant the process of procurement of CAF Programme Office and Project logistics including equipment materials, and service providers, to ensure that this is in compliance with IUCN Procurement policy and TRAFFIC FPPM;
• Manages incoming and outcoming calls and mails, receives and logs email before sending them to the destined offices;
• Organizes office meetings and meetings with partners, take minutes and distribute them to the parties concerned;
• Undertakes any other CAF related tasks as required by the Programme Office Director and/or line manager.