Close working relationship with: Three programme Coordinators, Policy Advisor, Finance and Programme Administrator (FMG programme), additional staff and consultants in the Programmes Team, Financial Controller, Office Manager.
KEY RESPONSIBILITIES
General:
The Programmes Administrator will provide key administrative, financial and logistical support to around 6-10 programmes staff who are managing a number of projects, primarily in the Congo Basin but also currently in Peru. The Programmes Administrator will work closely with the Programmes Manager.
Specific responsibilities and tasks:
The Programmes Administrator will be responsible for the following tasks, under the supervision of the Programmes Manager:
1. Programme administration
• General administrative support to projects and programmes.
• Developing (under the supervision of the Head of Programmes) and maintaining high quality systems for general project administration, financial management and other systems required by the team
• Maintaining project and donor documentation records, including project, staff and consultants’ contracts etc, and systematising this information to ensure payments are made on time
• Maintaining a system of tracking internal and external reporting deadlines, and ensuring that the donor reporting requirements of programme-related contracts are fulfilled in a timely manner, including ensuring that Programmes Coordinators are aware of the schedule for receipt of partner reports, and that all necessary information required for RF UK reports is received on time for onward submission to donors. Maintaining lists of project transfers and other project-related payments required and their due dates, and ensuring that they are executed in a timely manner according to relevant contracts.
• In conjunction with the Programmes Manager, ensuring that programmes staff comply with the prescribed administrative systems and requirements and that the procedures and systems maintained are adequately communicated to programme staff.
• Ensuring the Programmes team requirements and guidelines for internal administrative and financial systems and procedures are constantly updated, and providing support (such as through briefings and training), where necessary, to programme staff to ensure that these are consistently complied with.
• Supporting procurement of project equipment according to RFUK policy
• Supporting programme staff in the preparation of project evaluations and audits, for example, arranging travel and accommodation of evaluators, and supporting review of partner audits.
• Ensuring that programmes information is up to date on the RF UK’s central database, managing and inputting project information to that database.
• Administrative tasks related to volunteers and/or interns in the Programmes Team such as ensuring intern contracts and allowances are administered, liaising with institutions with which we have intern agreements, and maintaining a list of intern tasks, based on the needs of programmes Coordinators.
• Organising programmes annual strategy meetings and quarterly programmes meetings in coordination with the Programme Manager
• Arranging translations of programmes publications as required
• Supporting recruitment processes, where necessary
• Maintaining a system of filing and organisation of electronic and hard copy documentation for the Programmes Team
Programmes finance
• Maintaining systems for tracking expenditure under projects and programmes
• Ensuring that programme expenditures are adequately tracked according to relevant budgets
• Keeping programme staff informed of incoming and outgoing programmes funds
• Maintaining a list of project codes, and income and expenditure codes and liaising with the finance team to ensure these are reflected in the organisational accounting system
• Coding invoices and other programmes expenditure
• Ensuring the database is updated with donor and income information for all projects
• Providing support to Programme Manager and programme staff in financial management of programmes
Travel and logistics
• Provide programme logistical support as required – booking travel and couriers and assisting with obtaining programme staff and southern partners’ visas in a timely manner.
• Providing other logistical support, including: purchase of project equipment, organising visit arrangements for partners visiting the UK, and helping out with workshop or conference/programme event organisation when appropriate.
• Dealing with programme correspondence e.g. providing information to consultants and researchers.
• Undertaking other duties from time to time as may be required by the programme staff.
• Managing the distribution of the programmes newsletter and keeping general distribution lists up to date.
• Ensuring travel and safety guidelines, travel insurance policies and procedures are valid and up to date, and that project staff are aware of any changes to these.
• Maintaining a system for signing project equipment (satellite phones, first aid kits etc.) in and out and ensuring it is maintained up to date.
General Office tasks
• Ensuring, through the Office Manager, that the programmes team requirements for stationery and consumables etc are supplied, as required |
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