Project Administrative Officer

Project Administrative Officer

Vacancy #:       2636
Unit:       TRAFFIC SouthEast Asia
Organization:       TRAFFIC International (TRAFFIC)
Location:       TRAFFIC – Southeast Asia (Vietnam), Hanoi, Viet Nam
Reporting to:       Head of Office - Viet Nam
Work percentage:       100%
Function group:       -
Expected start date:       01 November 2017
Type of contract:       Fixed-term (6 months)
Closing date:       08 October 2017

BACKGROUND

TRAFFIC, the wildlife trade monitoring network, works to ensure that trade in wild animals and plants is not a threat to the conservation of nature. It actively monitors and investigates wildlife trade and provides information to diverse audiences worldwide as a basis for effective conservation policies and programmes. TRAFFIC is a strategic alliance of the World Wide Fund for Nature (WWF) and International Union for the Conservation of Nature (IUCN).

TRAFFIC monitors wildlife trade at international, regional and national levels – researching both domestic and international chains of supply and demand to identify interventions to increase the efficiency of management. TRAFFIC develops and implements behaviour change initiatives in order to change social norms to a zero-tolerance of threatened wildlife consumption and wildlife crime. TRAFFIC works closely with governments, providing critical information on the impacts of trade, motivating efforts to increase the ecological sustainability of trade in wild species, and helping to improve enforcement of international wildlife trade controls.

TRAFFIC actively monitors and researches wildlife trade and provides its information to diverse audiences worldwide as a basis for effective conservation policies and programmes. TRAFFIC is a British Charity based in Cambridge, UK, and with a regional office in Kuala Lumpur, Malaysia. The TRAFFIC office in Viet Nam was established in 2001 and continues to work with partners to address key wildlife in Viet Nam and the region

This vacancy is a fixed term contract to provide maternity cover, based in our Hanoi Office in VietNam

JOB DESCRIPTION

This position is responsible for administration of the all project and programmes in Viet Nam, ensuring effective and efficient financial reporting of project budget to colleagues in the UK and Malaysia. This position supports the project management staff in the forecasting and scheduling of activities and related funding, as well as analysis the burn-rate of project funding in accordance to the scheduled expenditure plan and in accordance to project contracts and budgets. This role will also assist where necessary in the preparation of technical project reports and proposals. This position will work with the Finance and Pay Role Officer ensuring project implementation is administrated and reported effectively and efficiently, and is supervised by the Head of Office.

Summary of Duties:

The main tasks of the Administrative and Accounting Officer will include, but not be limited, to the following:

• Co-ordinating with program and finance staff in Viet Nam, SEA and International on day-to-day project administration.
• Reviewing and advising on the terms of donor contracts, agreements and calls for proposals
• Assisting project staff with project support duties,
• Provide day-to-day project administration including scheduling meetings, writing minutes and agendas and circulating reference material for preparation of meetings
• Deadline tracking with monitoring systems and alerts for project teams;
• Organising project agreements or sub-contracts, including those for consultants, and ensuring the timely transfer of project funds
• Advising the project manager and Head of office on project finances
• Maintaining of project files (both hard and soft copies)
• Working with the program and finance staff to (re)allocate activity funding and monitor and forecast project spending and income.
• Working with program and finance staff (including regional and international) on the preparation of project technical and financial reports as required by donors, including compiling, reviewing, editing of reports and ensuring its timely submission
• Provide support with the development of proposal project budgets
• Cooperate and consult with the Finance and Pay-roll Officer on monitoring cost-recovery, project and operational expenditure and income, (re)allocation of activity funding and monitoring spending and producing forecasts;
• Provide support to the finance officer on financial audits;
• Assist with the compilation and review of the ‘TRAFFIC’s quarterly reporting package and TRAFFIC’s monitoring tools;
• Provide input and maintain TRAFFIC’s Project Management Database.

REQUIREMENTS

• All applicants must be eligible to live and work in Viet Nam.
• Certified in financial management
• have relevant and proven experience in financial management, project administration and contracting
• The ability to demonstrate sound financial skills
• have a sound knowledge of MS Office software use, especially Excel and Access
• have excellent interpersonal skills and have strong organisational ability
• be a good team player but also willing to work on own initiative
• hold a keen interest in environmental and financial issues
• fluency in written and spoken Vietnamese and English

APPLICATIONS

Applicants are requested to apply online through the HR Management System, by opening the vacancy announcement and pressing the "Apply" button.

Applicants will be asked to create an account and submit their profile information. Applications will not be accepted after the closing date. The vacancy closes at midnight, Swiss time (GMT+1 / GMT+2 during Daylight Saving Time, DST). Please note that only selected applicants will be personally contacted for interviews.

Other job opportunities are published in the IUCN website: http://www.iucn.org/involved/jobs/