Programme Administrator

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Description

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MAJOR RESPONSIBILITIES:

The Project Administrator (PA) will work under direct supervision of the Chief of Party to provide project management support for effective, efficient achievement of the results through contributing to seamless delivery of operational, coordination and relational priorities of TWENDE Project within PMU at the national and landscape level. The incumbent is expected to exercise full compliance with IUCN/GCF programming, financial, procurement and administrative rules, regulations, policies and strategies, as well as implementation of the effective internal control systems. Also, the position holder will be important for ensuring correspondence with TWENDE’s stakeholders (internal and external) is well coordinated and different partners’ activities (including training, workshop, consultancies, events, learning and monitoring visits) are well coordinated and documented.

SPECIFIC DUTIES:

• Provide project management and stakeholder engagement support to the COP including but not restricted to;
• Develop, organize and maintain a system of project correspondence and communication;
• Manage the Chief of Party’s schedule and maintain a system of coordination of PMU/Partner Coordination Meetings actions or resolutions;
• Prepare agendas and arrange field visits, appointments and meetings both internal and external related to the project; This includes drafting minutes of Project Steering committee and other project related meetings
• Coordinate information flow and track assigned project activities with relevant staff/partners and provide assistance and/or information on project related matters as well as managing relationships with project external stakeholders, counties, partners, beneficiaries,
• Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of project reports to the technical team
• Support the establishment and maintenance of an efficient records system. This includes maintaining donor and other contractual records. Ensure inclusion of relevant information in the IUCN Project Portal.
• Follow up on the planning and reporting of Environmental and Social (E&S) Management Plan and Gender Action with partners. This includes coordinating with the E&S and Gender regional experts to develop, organize and maintain a system to track delivery of the project’s E&S elements, including the grievance feedback and redress mechanism
• Support the Chief of Party in preparing project supervision and donor reports, including M&E reports and the required back-up data which confirms the reported results and achievements;
• Ensuring coordination with other IUCN teams in programs, operation and finance as well as corporate initiatives at country and regional office.
• Provide administrative support to ensure efficient delivery of the project that is compliant to relevant policies, standards and protocols of IUCN, GCF, GOK through;
• 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 as well as and keeping records of participant lists.
• Assist in project staff and experts’ recruitment processes, coordinates with Human Resources and follow-up. This includes also maintaining records and track their respective status (contracts, ToRs, time and attendance – if appropriate, etc.) in accordance with accepted policies and procedures
• Establish and maintain a proper inventory of all contracts issued in the project with relevant disbursement timelines, and ensure entry into the IUCN Project Portal;
• Initiate and prepare disbursements in accordance with activities and budgets of approved contracts;
• 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;
• Carry out any other duties as requested by the line manager

REQUIREMENTS

POSITION REQUIREMENTS

Education;

• Bachelor’s Degree in Natural resources management, development studies or business management. A professional certification or postgraduate diploma in Project management will be an added advantage.

Work Experience;

• At least 3 years of progressively programme support/project coordination experience is required at the national or international level,
• Experience of providing administrative and logistical support to programme activities for a development institution (public or non-Profit) where compliance to donor and institution is the norm. Exposure to environmental conservation or agricultural/livestock development programs with high interactions with beneficiaries’ communities, local authorities and service providers,
• Experience of working effectively within a back office working environment that support central office and field offices where using initiative, prioritizing own workload and interacting with senior managers is the routine,
• Experience working in a multi-partner/consortium type of projects as a key focal point coordinating information flow,
• Demonstrated experience with budget management and procurement processes
• Demonstrated experience with organising meetings, workshops and training; and good exposure to secretariate services to governing boards such as board of directors, steering committees and senior management team.

Language Proficiency;

• Fluency in English, both written and verbal;

Source: https://hrms.iucn.org/iresy/index.cfm?event=vac.show&vacId=10992&lang=en

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