Coordinator: Sustainable Finance at WWF South Africa

Description
To ensure the smooth day-to-day running of all the transformative finance and selected corporate partnerships in the Sustainable Finance and specific Corporate Partnership programme within the Business Development Unit to ensure that sound financial and administration practices are implemented, recorded, and controlled in addition to aiding the Sustainable Finance Project team as and when required. 

Minimum Requirements

• Diploma in business management / project management or similar
• Minimum of 5 years’ experience in project coordination or project administration
• NetSuite experience an advantage
• Experience in international and domestic travel arrangements

Duties and Responsibilities

Responsibilities: 

• Improve systems, processes, and policies in support of WWF-SA mission – specifically support better management reporting, information flow and management, business process and organisational planning.
• Support the Sustainable Finance Project and specific Corporate Partnership teams with managing and increasing the effectiveness and efficiency of Business Support including Human Resources, Information Technology, Legal and Finance, through coordination and communication between the administrative and finance support together with the Sustainable Finance Project team.
• Assist with overseeing financial systems and controls.

Responsibilities by function 

Financial Management: 

• Managing the day-to-day processing of accounts receivable and payable through coordination with Finance and Business Support and NetSuite.
• Provide financial administration support, e.g.  Assist with processing travel claim forms, processing invoices, obtaining quotes, create purchase orders in NetSuite and liaising with service providers.  
• Maintaining filing system of relevant project expenditure and assist with tracking income and expenditure. 
• Draw monthly Trial balance and Income statements per project fund and provide this to the relevant Programme or Project Managers.

Organisational requirements: 

• Coordination of submissions to Project Administration Team (PAT) meetings, specifically relating to approvals of new projects, project amendments, disbursements contracts and disbursement amendments including time extensions, budget reallocations and cost recoveries for Project team.
• Rotational third spotter for Project Administration Meeting.

Project Coordination: 

• Assist Project team with coordinating income and disbursement agreements and the execution thereof.
• Assist Project team in ensuring they meet their donor reporting by tracking income, report deadlines and notifying them accordingly.
• Assist Project team with creating funding proposals, new grants, and new project numbers in NetSuite.
• Assist Project team with keeping funding proposals, grant and existing project records updated.
• Assist Project team with capturing and maintaining contact records on NetSuite.

Administration: 

• Assist the Project team with day-to-day administration duties.
• Drafting of project disbursement contracts and addendums.
• Drafting of calling of funds as per the income agreement dates and monitoring that income is allocated to the correct project.
• Ensure that electronic & paper filing of signed a) contracts, b) Invoices & payments, c) Reports & d) Correspondence is kept in order and up to date.
• Travel arrangements (national & international) for Project staff and third parties when required.
• Process the Project staff travel and other expenses as well as kilometer claims, following up with finance and keep records thereof.
• Assist the Project team in coordinating meetings, events & workshops with major partners, including distribution of invitations, venue sourcing and booking, finalising dates, travel arrangements, managing RSVP list, arrange catering and any administrative requirements.
• Abide and guide the Project team to follow processes and procedures within the organisation.
• Manage financial administration (invoices, payment tranches etc.) for income, disbursement projects and events.
• Provide backup assistance to the Sustainable Finance Programme Manager and selected Corporate Partnership team members. 
• Update and input CPM data for Project team as and when required.
• Gather information for organizational reporting and auditors as and when required.
• Provide support / training where necessary.