Project Administration Officer

IMPORTANT:  This Advertiser has requested that applicants MUST be National Residents / Valid Work Permit-holders.  Other applicants need not apply.

 

TRAFFIC International is seeking a Project Administration Officer.  The position is a full-time, fixed-term post for a period of eighteen months (with the possibility to extend), based in Cambridge.   

 

BACKGROUND

 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

 

CHARACTERISTIC DUTIES

 

This position is responsible for ensuring the consistent and efficient administration of a portfolio of projects for which TRAFFIC International has financial and reporting responsibilities.  The Project Administration Officer will work closely with Senior Programme Directors and Project Managers, as well as with other Project Administration and Finance staff at TRAFFIC International and throughout the TRAFFIC network.  The Project Administration Officer is the key contact point with external donors for contractual and reporting issues for projects within his/her portfolio. Will report to Director of Operations.

 

SUMMARY OF SPECIFIC DUTIES:

 

• Reviewing and advising on the terms of donor contracts and agreements.

 

• Organizing any necessary project funding agreements or sub-contracts, including those for consultants, and ensuring the timely transfer of funds to TRAFFIC offices.  

 

• Co-ordinating with Senior Programme Directors and Project Managers on day-to-day project administration along with Operations and Finance staff at TRAFFIC International.

 

• Advising Senior Programme Directors and Project Managers on the management of project finances.

 

• Assisting with the maintenance of a central Project Management Database for the TRAFFIC network including registration of network projects and maintenance of project files (both hard and soft copies).
• Liaising with donors with regard to meeting project reporting requirements.

 

• Preparing, if required by donors, project audits including the collection and review of supporting documentation from network offices.

 

• Working with TRAFFIC offices and staff to ensure the timely preparation and submission of project financial and technical reports and any other documents required by donors including compiling, reviewing, and editing of project technical progress and financial reports.

 

• Providing input into the divisional budget of regional programmes within the budget system of TRAFFIC International.

 

• Assisting with the compilation and review of TRAFFIC International’s overall project portfolio.

 

• Providing input to the production of monthly project cashflows.

 

• Contributing to the Annual TRAFFIC Management Calendar, detailing annual reporting requirements, and the quarterly reporting matrix.

 

• Assisting with the compilation of management reports to the TRAFFIC Committee.

 

• Supporting, as required, proposal development for network offices, including working with the Project Administration Officer at TRAFFIC International responsible for co-ordinating proposal submissions by the network.

 

• Assisting Senior Programme Directors and Project Managers in preparation for meetings where information on projects or proposal development is required.

 

REQUIREMENTS:

 

• be educated at least to A' level standard  
• have relevant and proven experience in financial management, project administration and contracting
• hold a keen interest in environmental and financial issues
• be able to demonstrate a high level of numeracy and good financial analysis skills
• experience in administering government funded projects an advantage
• experience in working for a ‘not for profit’ organisation an advantage
• have strong skills in the use of 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
• fluency in English required with fluency in French or Spanish an advantage

 

SUPERVISORY RESPONSIBILITIES:  None

 

APPLICATIONS

Applicants must be eligible to work in the UK.  Applicants are requested to apply online through the IUCN HR Management System, by opening the vacancy announcement and pressing the "Apply" button at:

 

https://hrms.iucn.org/iresy/index.cfm?event=vac.show&vacId=286&lang=en

 

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 30^th September 2011.

 

For further information about TRAFFIC visit our website at http://www.traffic.org