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Project Administration Officer (EC-funded projects)

Reference   (Please mention Stopdodo/Environment Jobs in your application)
Sectors Sustainability, Climate, CSR, EMS
Location England (East Anglia) - UK
Town/City Cambridge
Type Fixed Term and Permanent Roles
Status Full Time
Level Mid Level
Deadline 03/08/2012
Company Name TRAFFIC International
Contact Name
Telephone 01223 277427
Fax 01223 277237
Website Further Details / Applications
TRAFFIC International logo
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IMPORTANT:  This Advertiser has requested that applicants MUST be National Residents / Valid Work Permit-holders.  Other applicants need not apply.




TITLE:                                   Project Administration Officer (EC-funded projects)


LOCATION:                          TRAFFIC International (Cambridge, UK)


REPORTS TO:                       Senior Director - Operations


DURATION:                          Full-time position for a period of three years


SALARY RANGE:                 £24,500-£28,500 p.a. 



TRAFFIC International is seeking a Project Administration Officer to administer projects funded by the European Commission.  The position is a full-time fixed-term post for a period of three years, based in Cambridge, UK.   


TRAFFIC, the wildlife trade monitoring network, works to ensure that trade in wild animals and plants is not a threat to the conservation of nature.  TRAFFIC actively monitors and investigates wildlife trade and provides information to diverse audiences worldwide as a basis for effective conservation policies and programmes.  The organization was founded in 1976 and has grown into an international network, with 25 offices worldwide, organized in eight regional programmes.  TRAFFIC is a joint programme of WWF, the conservation organization and IUCN, the International Union for Conservation of Nature. TRAFFIC International, based in Cambridge, is the headquarters for the global TRAFFIC network. In 2011, TRAFFIC International signed a contract with the European Commission (Regional Programmes Latin America and Caribbean) to implement the three-year project “ Supporting the implementation of the EU FLEGT Action Plan in South America: catalysing initiatives to control and verify the origin of timber in trade and support related improvements in forest governance.”


This position is responsible for ensuring the consistent and efficient administration of the EC funded project named above (and related projects) for which TRAFFIC International has financial and reporting responsibilities.  The Project Administration Officer will work closely with the administrator at the European Commission, the Project Coordinator based inSouth Americaas well as the overall Project Manager and finance staff based at TRAFFIC International in theUK. The Project Administration Officer is the key contact point for contractual and reporting issues for the project.


  • Creating and maintaining files for the Project within the filing system at TRAFFIC International (both hard and soft copies)
  • Co-ordinating with the Project Coordinator, Project Manager and Finance Staff on day-to-day project administration including scheduling project meetings, writing minutes and agendas and circulating reference materials for preparation of meetings
  • Assisting the Project Staff with administrative duties such as logistics and travel
  • Liaising with the Administrator and Contract Manager at the European Commission inBrusselson progress of the project and ensuring that all contract terms are met
  • Advising the Project team on the terms of the donor contract and annexes including the EC Practical Guide to Funding
  • Draft, review and finalise any necessary project funding agreements or sub-contracts, including those for consultants, and ensuring the timely transfer of funds to contractees
  • Advising the Project Team on the management of project finances, maintaining project cashflow tools, and monitoring of exchange rate fluctuations.
  • Working with Project staff to ensure the timely preparation and submission of project financial reports and supporting documentation.
  • Liaising with the Project Auditors and arranging necessary project audits.
  • Preparing and reviewing of supporting documentation for external audit.
  • Advising project team of rules concerning procurement under EC regulations and ensuring that these requirements are met.
  • Compiling, reviewing, and editing of project technical progress reports and annual workplans and overseeing timely submission to the EC.
  • Provision of information on the project as and when required from the TRAFFIC network.
  • Administration of projects contracted by TRAFFIC International which are related to/linked to the EC project named above.


  • have relevant and proven experience in financial management, project administration and contracting of projects funded by the European Commission
  • be educated to a university-degree level in a relevant discipline
  • have written and oral fluency in English with fluency in Spanish desirable
  • be able to demonstrate sound financial skills
  • have strong skills using MS Office software, especially Excel and Access
  • have excellent interpersonal skills and have strong organizational ability
  • be a good team player but also willing to work on own initiative
  • experience of working abroad (especiallySouth America) would be an advantage
  • experience working in the not-for-profit sector would be an advantage
  • be eligible to work in the UK


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) on 3rd August 2012.


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