Programme Administrator, S.A Office

THIS POSITION IS OPEN ONLY TO SOUTH AFRICAN NATIONALS OR THOSE WITH THE RIGHT TO WORK IN SOUTH AFRICA ON LOCAL TERMS AND CONDITIONS OF EMPLOYMENT

BACKGROUND

The Programme Administrator will provide administrative, financial, and logistical support to the programme office, in particular in the implementation of GEF SLM Project and the Greenlist project. The Programme Administrator will ensure that all administrative workflows within are implemented 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.

The Programme Assistant will provide administrative support and provide reliable and safe driving services to the South Africa Office team. Ensuring high quality and accuracy of work, highest standards of discretion and integrity, sense of responsibility, excellent knowledge of protocol and security issues.

OVERALL RESPONSIBILITIES

The Programme Administrator will provide administrative, financial, and logistical support to the South Africa Programme staff, in particular in the implementation of Greenlist and SLM projects. The Programme Administrator will ensure that all administrative workflows 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 Administrator will be responsible for the following main duties;
Administrative support to Programmes focusing on the following (70%)
Support the programme team with meeting minutes and follow-up action points from Programme or Project meetings.
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. Ensure inclusion of relevant information in the IUCN 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 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.
Maintain expenditures control system, in collaboration with the Finance team, and review monthly finance reports to ensure alignment with project budgets and correct allocation to budget lines, reporting monthly to the line and matrix line manager.
Assist in preparation of project budget revisions and determination of unutilized funds.
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.

Logistics;
Coordinate and assist in making travel arrangements for national and international consultants/ experts and programme staff of the 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 (training, 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 training, 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 with Internal Control System (ICS) procedures.
Track disbursements for consultants/specialists engaged by the projects, in accordance with the respective contract

Office Administration (30%);
Manage the switchboard operation to ensure 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.
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.
Procurement of supplies/services in line with IUCN policy. Upload invoices/Travel authorizations on the ERP Portal for approval.
Assist with logistic support when required i.e. hotel, airfare. and other travel-related bookings.
Collect and deliver goods, mail, documents, and other items.
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 visitors.
Process official documentation with government departments, Embassies and High Commissions e.g. visa applications.
Assist with Protocol matters related to obtaining identification cards, visas, and vehicle registration support for diplomatic staff with Department of International Relations & Co-operation and Tshwane Metro Police.
Ensure motor vehicle licenses are renewed annually on time, Roadworthy certificates are done on time.
Ensuring timely service for IUCN office vehicles. Ensuring that old number plates have been destroyed by Arga Plates.
Access and management of Off-Site storage unit and Post box including renewal.
Supporting the Head of Office, planning and organizing travel and workshops when required as well as other duties assigned.
Reporting IT faults to service provider and IT manager as well as liaising with printer service provider on meter readings and maintenance of printer.
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.