Programme Assistant, SADC TFCA Financing Facility at International Union for Conservation of Nature (IUCN)

OVERALL RESPONSIBILITIES:

• The Programme Assistant will provide administrative, financial and logistical support to the SADC TFCA Financing Facility (TFCA FF) Project Management Unit (PMU) staff in the implementation of SADC TFCA Financing Facility Programme. The Programme Administrator will ensure that all administrative workflows within TFCA FF are executed accurately, efficiently, on time and in accordance with IUCN and donor policies and procedures. The position carries substantial responsibilities that require a broad range of skills and the ability to exercise considerable judgment, initiative and independence. She/he also works closely with the Admin & Finance team and ensures that payments and budgets are managed appropriately. The Programme Administrator backstops the other Program Assistants and Admin Assistants where necessary.

DUTIES

• The Programme Assistant will be responsible for the following main duties. Administrative support to the TFCA FF PMU focusing on the following;
• Support the programme team with meeting minutes and follow-up action points from Programme or Project meetings
• Support the Senior Programme Officer with meeting summaries and follow up on action items from grantees calls
• Support the programme team by drafting summary session reports and key outcomes for workshops and conferences
• Support the establishment and maintenance of an efficient records system in a manner that allows easy access and retrieval. This includes maintaining donor and other contractual records and final project deliverables as well as key documents for each grant. Ensure inclusion of relevant information in the Project Portal.
• Establish and maintain a proper inventory of project assets register, including numbering, recording, and reporting;
• Establish and maintain a proper inventory of all contracts issued in the project (including grant contracts) with relevant disbursement timelines, and ensure entry into the Project Portal;
• Initiate and prepare disbursements in accordance with activities and budgets of approved contracts;
• Assist with the tracking of grant contract requirements and follow up with grantees as needed
• Support Senior Programme Officer in review of proposals as per request
• Provide support to the Programme team in the preparation and monitoring of quarterly and annual workplans and budgets.
• Assist in the preparation and timely submission of technical and financial reports to donors and auditors
• Manage the TFCA FF calendar of events
• Maintain database of partners and key government contacts and develop email lists as relevant.
• Contribute to the communication of project outputs, i.e. help with publications and other write-ups and profiling, on request of the SPO.

Logistics;

• Coordinate and assist in making travel arrangements for national and international consultants/ experts and programme staff of the TFCA FF Team for all their domestic and international project- related travels, including preparing Travel Authorizations and Advances, preparing a travel folder per trip and compiling the travel expense claim in accordance with IUCN timelines and procedures;
• Provide logistical support to programme activities (trainings, meetings, conferences and workshops) making sure that all aspects and details of such events are covered. This includes coordination of all aspects of travel, accommodation and conferencing facilities and potentially preparing relevant background documentation and publicity materials for the event.
• Support programme staff on the ground during trainings, meetings, conferences and workshops to ensure smooth execution of these events.

Procurement;

• Arrange for procurement of equipment, supplies and services as required in accordance with the project work plan;
• Make budget checks for requisitions, POs and all contracts to ensure alignment with budgets;
• Assist in drafting contracts for local and international experts and consultants, and sub-contracting institutions;
• Manage clearance processes for Purchase Orders (POs) and all contractual arrangements for works and services (including consultant contracts and sub-contracting institutions). This includes preparation of clearance documents, obtaining approval in accordance to Internal Control System (ICS) procedures;
• Track disbursements for consultants/specialists engaged by the projects; in accordance with the respective contract

Supports knowledge building and knowledge sharing in the TFCA FF Programme Unit and with other ESARO Programmes focusing on the following:

• Participation in the trainings for the operations/ projects staff on programme;
• Contributions to knowledge networks and communities of practice;
• Provide technical support and advice on finance and administrative issues to colleagues as needed.

REQUIREMENTS

• Required Skills, Experience and competencies;

Education;

• Specialized certification in Administration Office Management and/or Business Management or a related field. University Degree in Business or Public Administration and Social Sciences or related field would be desirable, but it is not a requirement.

Work Experience;

• At least 3 years of relevant administrative or programme experience is required at the national or international level
• Excellent working knowledge of Microsoft packages including knowledge of spreadsheet and database packages, and electronic communication tools
• Experience in handling of web based management systems
• Demonstrated experience with budget management and procurement processes
• Demonstrated experience with organising meetings, workshops and training within Southern Africa;