Programs Support & Administrative Officer (AfESG), Eastern and Southern Africa Regional Office at International Union for Conservation of Nature

JOB DESCRIPTION

MAJOR RESPONSIBILITIES:

• Administer all aspects the Group's project accounts, including any contractual agreements, in liaison with the co-Chairs, Programme Officer of the Group's Secretariat

SPECIFIC DUTIES:

• Financial responsibilities;
• Managing the Group's finances by entering financial data into the reporting system
• Monitoring expenditure against budget
• Prepare budgets
• Prepare cash flow projections for calling down funds for office management, equipment, travel, and meetings
• In consultation with supervisor, agree which project to debit for office management costs, equipment and travel and enter the expenditure in reporting system in the respective currencies.
• Prepare financial reports on the status of funds of the Group's project activities for each of the projects on a monthly basis and in liaison with financial controller ensure that the statements are correct and forward the same to the donors as per the donor reporting requirements.
• Actively follow-up with rent, telephone, and other costs for the AfESG
• Verify invoices and make payments from the AfESG bank accounts.
• Maintain AfESG bank account and prepare bank reconciliation on a monthly basis to be submitted to ESARO finance for verification and approval.
• Maintain Petty Cash float for the AfESG i.e. making payment, replenishing the cash and making balance the same.
• Track AfESG finances managed through the IUCN ESARO Office and allocate where such expenses are to be charged e.g. salaries for AfESG staff working closely with the finance division of IUCN ESARO.
• Assist the co-Chairs and the PO/Secretariat (or a designated IUCN officer) with any other financial management issues including finances of AfESG meetings.
• Administration;
• Produce monthly briefing documents to the co-Chairs covering all administrative issues
• Work in close collaboration with IUCN Headquarters (Species Programme) on the submission of technical and financial reports to donors.
• Review of donor contracts and agreements
• Correspond as necessary with current donor agencies on any administrative matters concerning their respective grants to the AfESG
• Work in close collaboration with the AfESG Programme Officer (or a designated IUCN officer) at the Secretariat in the production of proposals, in particular the preparation of the proposal budgets.
• Liaise with the Species Programme office at IUCN HQ/ESARO on all administrative matters of mutual concern.
• In close collaboration with the co-Chairs and the AfESG Secretariat Programme Officer (or a designated IUCN officer), assist to organize logistical preparation for AfESG meetings and prepare the administrative documents required for the meetings.
• Respond to general queries from AfESG members

General;

• Perform other assignments and tasks at the request of the co-Chairs and Programme Officer of the AfESG (or a designated IUCN officer).
• Abide by the Guidelines for the Operation of SSC Specialist Groups with relation to geographical areas in which there is a permanent IUCN Representation, when these become available
• Perform other duties as may be assigned from time to time.

REQUIREMENTS

 POSITION REQUIREMENTS: Education;

• Bachelor's degree in Environmental Science, business administration or business management
• Work Experience;
• At least two years of experience working in an office setting and
• Proven experience working in an office environment.
• Working knowledge of business management.
• Excellent organizational skills, time management and scheduling skills
• The ability to multitask.
• Effective communication skills.
• Exceptional customer service skills.
• Language Proficiency;
• Proficient in reading, speaking and writing in English

Competencies;

• Work experience using office management software like MS Office (MS Excel and MS Word, specifically)
• Proven work experience in programs support and administration, Administrator or similar role.
• Solid knowledge of office procedures.
• Strong organization skills with a problem-solving attitude