Project Administration Officer

International Union for Conservation of Nature

Cambridge, United Kingdom

This position is responsible for ensuring the consistent and efficient administration for projects which TRAFFIC International has financial and reporting responsibilities. The Project Administration Officer works closely with various members of the Project Support Unit in Cambridge and throughout TRAFFIC. The Project Administration Officer is the key contact point with external donors for contractual and reporting issues.

Specific Duties:
  • Reviewing, advising and negotiating on the terms of donor contracts and agreements.
  • Registration of projects and the maintenance of data in a central project database.
  • Organising any necessary outgoing project funding agreements and arranging for the timely transfer of funds to TRAFFIC offices.
  • Advising the project team on the management of project finances, maintaining cash-flows and assisting with budget forecasts and liaising with the project team on a day-to-day basis.
  • Maintaining project files and archive.
  • Working with TRAFFIC offices and staff to ensure the timely preparation and submission of project financial reports, project technical reports and any other documents required by donors.
  • Preparation, if required by donors, for project audits including the collection and review of supporting documentation from the TRAFFIC offices.
  • Preparation of project documentation for annual statutory audit and providing additional information during the audit as required.
  • Supporting as required the team on proposal development and proposal submissions for the network.
  • Assisting in preparation for meetings where information on projects or proposal development is required.
  • Assisting with the preparation of training materials and participation in training sessions for network staff.
  • Educated at least to A' level standard
  • Experience working in a similar position for a Government, NGO or charity organisation an advantage
  • Relevant and proven experience in project administration, budgeting and contracting
  • Experience of working with USAID, FCDO and Government aid agencies an advantage
  • Experience working with financial reports and preparing donor/project reports.
  • Computer literate with an emphasis on using spreadsheets and Microsoft project an advantage
  • Excellent communication and interpersonal skills and have strong organisational ability
  • A good team player used to meeting tight deadlines and working under pressure and also willing to work on own initiative
  • Strong fluency in written and oral English required with fluency in other languages an advantage