Administration and Finance Officer t: TRAFFIC - Central Africa

Vacancy #:	431
Unit:	TRAFFIC - Central Africa
Location:	Cameroon Country Programme Office, Yaoundé, Cameroon
Reporting to:	TRAFFIC Central Africa Senior Programme Officer
Work percentage:	100%
Function group:	A3
Expected start date:	01 January 2012
Type of contract:	(until )
Closing date:	16 September 2012

BACKGROUND

This position is responsible for ensuring the consistent and efficient administration of projects for which TRAFFIC Central Africa has financial and reporting responsibilities and to assist with key administrative functions related to the daily running of the TRAFFIC Central Africa office.

SPECIFIC DUTIES AND RESPONSIBILITIES

Project administration:

• Maintenance of a project management system including details of all projects administered by TRAFFIC Central Africa;
• Maintenance of a framework for monitoring contractual reporting requirements for projects implemented by TRAFFIC Central Africa;
• Work with TRAFFIC Central Africa staff to ensure the timely preparation and submission of project progress reports and any other progress reports required by TRAFFIC International and donors;
• Co-ordinate the network’s project proposal review process with TRAFFIC International;
• Coordinate the analysis and monitoring of key performance indicators and ensure that organizational requirements are met;
• Coordinate with Operations and Accounts staff at IUCN-PACO and TRAFFIC International on day-to-day project administration;
• Review and advise on the terms of incoming (donor) and outgoing (consultant) contracts and agreements;
• In collaboration with IUCN HR and TRAFFIC project managers, help prepare the administrative component of consultant contracts;
• Manage incoming and outgoing calls and mail, receive and log mail before sending them to the destined offices;
• Organize office meetings and meetings with partners, take minutes and distribute them to the parties concerned;
• Prepare mission orders, travail authorization and supervise travel claims for missions of staff members, partners and consultants;

Financial Administration:

• Support project supervisors and managers at TRAFFIC Central Africa in the management of project finances;
• Code invoices to appropriate projects for processing by IUCN-ROCA Accounts staff and co-ordinate review by project supervisors and managers;
• Work with TRAFFIC Central Africa and IUCN-ROCA Accounts staff to ensure the timely preparation and submission of project financial reports and any other financial reports required by donors,
• Using accounts information prepared by IUCN-ROCA staff, prepare quarterly and annual financial reports in the standard TRAFFIC format for submission to TRAFFIC International;
• Ensure timely requests for incoming fund transfers;
• Prepare monthly project cashflows;
• Monitor the Annual TRAFFIC Management Calendar, detailing annual reporting requirements, and ensuring timely submission of reports;
• Liaise with TRAFFIC International and donors in meeting project reporting requirements;
• Assist with preparations, if required by donors, for project audits including the collection and review of supporting documentation from the TRAFFIC network;
• Participate actively in project budgeting for project proposals;

Office administration

• Outline the requirements of the organization by keeping track of equipment and materials ( inventory management);
• Seek the best prices for materials and products;
• Ensure that goods received are in compliance with the organization’s set standards;
• Support IUCN HR staff in TRAFFIC HR matters including assisting with recruitment arrangements, and providing relevant information for staff profiles;
• Organization of conferences/ meetings logistics and of foreign travel;
• Book flights, process visa applications, hotel bookings, taxi bookings, etc.;
• Various information management tasks including general filing and time-sheet keeping;

REQUIREMENTS

• • Be a holder of a degree in business administration and related fields, or a Higher Diploma (BTS) in Administrative Techniques
• Fluency in English and French, including good writing skills
• Hold a keen interest in environmental issues
• Have relevant and proven experience in project administration and contracting
• Be able to demonstrate sound skills in finance and administration
• Be able to demonstrate attention to detail and accuracy
• Have a sound knowledge of MS Office software use, especially Excel spreadsheets
• Have good interpersonal skills and have strong organisational abilities
• Be a good team player but also willing to work on own initiative
• Effective under pressure and able to work independently
• Easily integrates into work teams
• Good presentation and writing skills
• Relate easily to people from diverse cultures
• Good team player

APPLICATIONS

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).

Other job opportunities are published in the IUCN website: http://www.iucn.org/involved/jobs/