Programme Administrator

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Description

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Under the guidance and direct supervision of the Finance and Administration Manager and Office of the Country Director, the Programme Administrator will provide administrative and executive support, including planning, managing diaries and scheduling meetings/workshop; to ensure high quality and accuracy of work. The Admin Assistant will be expected to maintain high standards of discretion and integrity, sense of responsibility, excellent knowledge of protocol and security issues.

SPECIFIC DUTIES:

More specifically, the roles and responsibilities of the Programme Administrator are as follows:

Administration Duties:

• Manage the switchboard operation ensuring that calls are directed appropriately in a timely manner;
• Ensure that all communications received by front desk are processed appropriately
• Provide a professional welcome for visitors ensuring that all security protocols are adhered to,
• Provide administrative and clerical support as requested, including in preparing, copying. collating, binding, filing. distributing documents mail and notifications as instructed
• Contribute to the office being run efficiently and effectively and supporting staff working in a clean, safe, and secure environment. This includes assisting with preparation and hosting of visitors;
• Access and management of Off-Site storage unit and Post box including renewal.
• Supporting the office of the Country Director with planning and managing diaries.
• Reporting IT faults to service provider and IT manager as well as liaising with printer service provider on meter readings and maintenance of printer.
• Assist the Regional IT Officer with on-boarding of new staff, by setting up their laptops
• Overseeing the managing office maintenance and reporting any faults to building owners
• Draft budgets for corporate services workshops. Preparing participants list and preparing cash/DSA, giving out allowances and making sure that all receipts are signed.
• Assist with protocol matters and processing of official documents with government departments, Embassies and High Commissions e.g. visa applications, identification cards and vehicle registration.

Finance and Procurement:

• Assist the Finance Assistant with management of vendor contracts, equipment and inventory which includes conducting a physical inventory count annually as well as scheduling maintenance and repairs.
• Uploading invoices/travel authorizations on the ERP Portal for approval.
• Collection and deposit of cash and cheques from/to the Bank including payment of bills as required.
• Drafting budgets for corporate services workshops.
• Procurement of supplies/services in line with IUCN policy. Upload invoices/Travel authorizations on the ERP Portal for approval
• Arrange for procurement of equipment, office 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
• 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;
• Assist Regional Procurement Officer with procurement for the South Africa Office, this is by maintaining the database for the pre-qualified service providers, receiving proposals and further processing.
• Logistics and Travel;
• Coordinate and assist in making travel arrangements for the operations team-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 operation 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.
• Drive office vehicle for Collecting and delivering goods, mail, documents, and other items as per IUCN safety and security rules and regulations.
• Ensure accurate maintenance of daily vehicle logs
• Ensure timely minor repairs, arrangements for major repairs, timely cl1anges of oil, check of tires. brakes, car washing, etc.
• Ensures that all immediate actions required by rules and regulations are taken in case of involvement in accidents.

REQUIREMENTS:

• Honour’s degree in Administration or Business Administration is desirable;

• Work Experience and Key Competencies required;
• Minimum of 3 year’s of relevant administrative experience
• Fluency in written and spoken English with sound written and oral communication skills especially email and telephone etiquette.
• Fluency in an additional South African language will be an advantage
• Familiarity with Microsoft Office (Word, Excel, PowerPoint and Outlook) is a must.
• Experience with arranging protocol issues desirable
• Valid code 8 driver’s license.
• Excellent time management and ability to adhere to deadlines
• Consistently approaches work with energy and a positive constructive attitude.
• Highly motivated and results-oriented individual;
• Responds positively to critical feedback and differing points of views.
• Demonstrated ability to work with limited supervision to prioritize tasking and manage workflow in a high-pressure environment.

Core Competencies;

• Transparency: Able to build trust and contribute to informed and responsible decision making by carrying out the work of IUCN in a transparent manner; provides clear guidance to ensure that objectives and desired measurable results are understood by members of the team.
• Inclusiveness: Understands and accepts cultural diversity, and provide a tolerant, positive and supportive working environment that fosters respect for diversity, demonstrates ability to work in a multicultural, multi ethnic environment and to maintain effective working relations with people of different nationalities and cultural backgrounds.
• Professionalism: Promote the organization’s interests, objectives and values in a diligent and professional manner.
• Accountability: Takes responsibility of individual and collective actions, promotes the IUCN One Programme approach.

Source: https://hrms.iucn.org/iresy/index.cfm?event=vac.show&vacId=10923&lang=en

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