administration and Finance Officer

administration and Finance Officer

Vacancy #:	431
Organization:	IUCN
Duty Station:	Cameroon Country Programme Office, Yaound - Cameroon
Deadline:	16 Sep 2012

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This position is responsible for ensuring the consistent and efficient administration of projects for which TRAFFIC Central Africa has financial and reporting responsibilities and to assist with key administrative functions related to the daily running of the TRAFFIC Central Africa office.




SPECIFIC DUTIES AND RESPONSIBILITIES



Project administration:

Maintenance of a project management system including details of all projects administered by TRAFFIC Central Africa;
Maintenance of a framework for monitoring contractual reporting requirements for projects implemented by TRAFFIC Central Africa;
Work with TRAFFIC Central Africa staff to ensure the timely preparation and submission of project progress reports and any other progress reports required by TRAFFIC International and donors;
Co-ordinate the networks project proposal review process with TRAFFIC International;
Coordinate the analysis and monitoring of key performance indicators and ensure that organizational requirements are met;
Coordinate with Operations and Accounts staff at IUCN-PACO and TRAFFIC International on day-to-day project administration;
Review and advise on the terms of incoming (donor) and outgoing (consultant) contracts and agreements;
In collaboration with IUCN HR and TRAFFIC project managers, help prepare the administrative component of consultant contracts;
Manage incoming and outgoing calls and mail, receive and log mail before sending them to the destined offices;
Organize office meetings and meetings with partners, take minutes and distribute them to the parties concerned;
Prepare mission orders, travail authorization and supervise travel claims for missions of staff members, partners and consultants;

Financial Administration:

Support project supervisors and managers at TRAFFIC Central Africa in the management of project finances;
Code invoices to appropriate projects for processing by IUCN-ROCA Accounts staff and co-ordinate review by project supervisors and managers;
Work with TRAFFIC Central Africa and IUCN-ROCA Accounts staff to ensure the timely preparation and submission of project financial reports and any other financial reports required by donors,
Using accounts information prepared by IUCN-ROCA staff, prepare quarterly and annual financial reports in the standard TRAFFIC format for submission to TRAFFIC International;
Ensure timely requests for incoming fund transfers;
Prepare monthly project cashflows;
Monitor the Annual TRAFFIC Management Calendar, detailing annual reporting requirements, and ensuring timely submission of reports;
Liaise with TRAFFIC International and donors in meeting project reporting requirements;
Assist with preparations, if required by donors, for project audits including the collection and review of supporting documentation from the TRAFFIC network;
Participate actively in project budgeting for project proposals;

Office administration

Outline the requirements of the organization by keeping track of equipment and materials ( inventory management);
Seek the best prices for materials and products;
Ensure that goods received are in compliance with the organizations set standards;
Support IUCN HR staff in TRAFFIC HR matters including assisting with recruitment arrangements, and providing relevant information for staff profiles;
Organization of conferences/ meetings logistics and of foreign travel;
Book flights, process visa