JOB OPPORTUNITY PROGRAMME ADMINISTRATOR - INTERNATIONAL UNION FOR CONSERVATIONS OF NATURE (IUCN) , DEADLINE 1 JULY 2017 - AJIRA PLUS+

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JOB OPPORTUNITY PROGRAMME ADMINISTRATOR - INTERNATIONAL UNION FOR CONSERVATIONS OF NATURE (IUCN) , DEADLINE 1 JULY 2017

 
NAFASI YA KAZI PROGRAMME ADMINISTRATOR - INTERNATIONAL UNION FOR CONSERVATIONS OF NATURE (IUCN) , TUMA MAOMBI KABLA YA TAREHE 1 JULY 2017
Programme Administrator
Vacancy #:       1573
Unit:       Tanzania Country Office
Organization:       International Union for Conservation of Nature (IUCN)
Location:       Tanzania Project Office, Dar es Salaam, Tanzania, United Republic of
Reporting to:       Finance Officer Programme
Work percentage:       100%
Function group:       A3
Expected start date:       01 July 2017
Type of contract:       Fixed-term (8 months)
Closing date:       21 June 2017
BACKGROUND

THIS IS A LOCALLY RECRUITED POSITION OPEN ONLY TO TANZANIA NATIONALS.

Under the guidance and direct supervision of the Programme Finance Officer, supported by the Coordinator – SUSTAIN Tanzania and the Project Officer – Integrated Planning to Implement the CBD Strategic Plan and Increase Ecosystem Resilience to Climate Change project, the Programme Administrator will provide financial and administrative support to IUCN Tanzania Office. This includes providing administration and finance support to the SUSTAIN Africa Programme and Integrated Planning to Implement the CBD Strategic Plan and Increase Ecosystem Resilience to Climate Change project ensuring high quality and accuracy of work is produced.

JOB DESCRIPTION
More specifically, the roles and responsibilities of the Programme Administrator will include:

1. Administration
• Supporting the establishment and maintenance of an efficient records system. This includes maintaining donor and other contractual records and final project deliverables. This entails receiving contracts, having them signed, initiating the contract clearance processes and all properly filed.
• Maintain an update contact lists
• Assist with logistic support for programme meetings, events and workshops i.e. drafting invitations, booking of venues with required equipment, assist in facilitating visa application, catering, travel (including airport transfers) and accommodation.
• Coordinate and follow-up of service, maintenance and insurance of official vehicles.

2. Finance
• Initiation of purchase requisitions and travel advance transactions into the Admin portal and ensuring adequate supporting documents is uploaded with each request.
• Administer and reconcile petty cash;
• Check travel advances, travel claims and other settlement of advances and ensure adequate documentation is provided before they are processed
• Ensures IUCN complies with all local taxation regulations.Ensure that all payments requests are processed accurately and timeously.
• Prepare statutory returns for review and payment
• Assist with end of year preparation and audit Preparation.
• Ensuring that all financial records and files (e.g., supporting documents for expenditures, contracts, purchase orders, fixed asset inventory) in the office are well organized, maintained and updated.
• Ensure all assets are appropriately covered by insurance.
• Receive and check partner accountabilities and ensure that all expenditure is properly supported before submission for review to Programme Finance Officer.
• Maintain the bank accounts and ensure sufficient funds is available to facilitate payments for all office operations
• Carry out any other financial and or administrative duties as assigned by the Programme Coordinator - SUSTAIN or Programme Finance Officer

3. Support to Programme implementation
• Any other administrative and financial duties as may be assigned by the line manager

4. Procurement
• Support the procurement of equipment, supplies and services in accordance to the IUCN procurement procedures
• Assist with programme procurement and ensures that contractual processes follow the stipulated IUCN procurement procedures.
• Establish and maintain a proper inventory of project assets register, including numbering, recording, and reporting.

5. Human Resources Management
• Keeps proper file for the programme office staff and ensures that all necessary information of each staff is kept in the file;
• Ensures that all newly hired employees in the office have gone through formal orientation about the organization and the job;
• Manage benefits of the staffs in the office. This includes leave utilization.
• Advise Programme Coordinator and staff on the interpretation and implementation of IUCN’s HR policies and procedures, and seek guidance from Regional HR Unit as necessary on any such interpretation
• Ensure all HR policies, rules, procedures, HR forms, labor laws and country agreements are collated and readily accessible.
• Be the focal person in ensuring compliance with the Health and Safety Act in the country office and ensure that standards are adhered to as per the local labour laws;
• Process work permits applications, renewals and cancellations, Prepare work certificates, expatriate staff support etc.
• Ensure IUCN complies with all local labor laws and all staff are registered with the appropriate authorities as needed
• Oversee the payroll process in IUCN Tanzania Office

REQUIREMENTS
• Bachelor’s degree / Diploma in Finance, Accounting or Business Administration/Management with proven office management experience;
• Certification with local accounting professional board an advantage;
• Knowledge and experience of financial computer applications and Microsoft Office. Proven skills in using Microsoft Navision an advantage.
• Minimum of three (3) year work experience in an administration role with demonstrative ability to provide finance, logistical and administrative support to a busy office. Work experience in an International Organisation, NGO or Embassy an advantage;
• Experience in project administration including sound knowledge of financial, procurement, administrative practices and project reporting;
• Experience with donor funded projects;
• Extensive knowledge of Tanzanian laws and regulations;
• Ability to handle complex financial and accounting systems including knowledge of one of the accounting software and ability to learn new applications quickly;
• Oral and written proficiency in English and Kiswahili required;
• Adheres to IUCN ESARO core values of Transparency, Inclusiveness, Professionalism and Accountability;
• Strong organizational and planning skills;
• Demonstrates tact and diplomacy dealing with telephone callers and visitors to the office;
• Consistently approaches work with energy and a positive, constructive attitude;
• Proven interpersonal skills and the ability to establish and maintain effective working relations with people in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity;
• Remains calm, in control and good humored even under pressure;
• Responds positively to critical feedback and differing points of views;
• Demonstrated ability to work with limited supervision to prioritize tasking and manage workflow in a high pressure environment;
• Commitment to continuous learning and proactive and mature attitude towards self- development;
• Willingness to travel.

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).

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

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