Project Administrator

2 weeks ago

Hanoi, Hanoi, Vietnam International Union for Conservation of Nature Full time

Project Administrator:

Vacancy #:
6560

Unit:
TRAFFIC Vietnam

Organisation:
TRAFFIC International (TRAFFIC)

Location:
TRAFFIC Vietnam, Hanoi, Viet Nam

Reporting to:
Senior Operations Manager

Work percentage:
100%

Grade:
A1

Expected start date:
01 September 2023

Type of contract:
Fixed-term (12 months with possibility of renewal)

Closing date:
20 August 202- BACKGROUND


TRAFFIC is the leading non-governmental organization working globally on trade in wild animals and plants in the context of both biodiversity conservation and sustainable development.

TRAFFIC International is a charity and limited company registered in the UK. TRAFFIC's head office, based in Cambridge UK, provides worldwide leadership, coordination, cross-regional and corporate functions.

TRAFFIC's local engagement is managed through programme offices operating under the auspices of the UK charity, with staff based in a hub office and at other strategic locations where necessary.

Programme offices operate within a geographic area of responsibility focused on one or multiple countries where TRAFFIC aims to help deliver priority programme outcomes.

TRAFFIC works in strategic alliance with IUCN and WWF on wildlife trade issues.- CHARACTERISTIC DUTIES

  • This position is responsible for ensuring the consistent and efficient administration and operation of projects. The Project Administrator works closely with the Office Director, project staff and finance staff in Viet Nam as well as the Project Support Manager, Project Managers, and finance staff at TRAFFIC International and throughout the TRAFFIC network. The Project Administrator escalates contractual and reporting issues to the Project Manager and the Office Director.


 SPECIFIC DUTIES
  • Support program, project staff in Viet Nam and International offices on daytoday project administration, including:
  • Scheduling meetings, writing minutes and agendas, and circulating reference material for the preparation of meetings
  • Deadline tracking with monitoring systems and alerts for project teams
  • Maintaining project files (both hard and soft copies)
  • Ensuring the timely transfer of project funds
  • Providing support to the budget development of new proposals
  • Input data and maintain TRAFFIC's Project Management Database
  • Support with the project finance work, including:
  • (re)allocating activity funding and monitoring and forecasting project spending and income.
  • Preparing project financial reports as required by donors and ensuring its timely submission
  • Providing support to the finance officer on financial audits
  • Assisting with the compilation of the 'TRAFFIC's quarterly reporting
  • Processing expense claims, ensuring all expenses made are reasonable, accurate, inline with approved budget and in compliance with cost principles
  • Preparing vouchers and record the transactions into the accounting system in the right period and with sufficient supporting documents
  • Reconciling the monthly balance sheet and accounts
  • Managing petty cash and bank accounts
  • Filing financial records, bank statements, transfer receipts of fund and journal entry documents
  • Keeper of Office's Petty Cash
  • Other office and project administration tasks as required by Senior Operations Manager and Office Director.
SUPERVISION- Consultants as required

  • REQUIREMENTS
  • Bachelor's Degree in financial and accounting
  • Relevant and proven experience in financial management, project administration and contracting
  • Ability to demonstrate sound financial skills
  • Sound knowledge of MS Office software use, especially Excel and Access
  • Excellent interpersonal skills and strong organisational ability
  • A good team player but also willing to work on own initiative
  • Keen interest in environmental and financial issues
  • Fluency in written and spoken English required
  • Eligible to live and work in Viet Nam
  • APPLICATIONS
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.

_About IUCN_

  • IUCN is a membership Union uniquely composed of both government and civil society organisations. It provides public, private and nongovernmental organisations with the knowledge and tools that enable human progress, economic development and nature conservation to take place together._
- _

  • Created in 1948, IUCN is now the world's largest and most diverse environmental network, harnessing the knowledge, resources and reach of more than 1,400 Member organisations and some 15,000 experts. It is a leading provider of conservation data, assessments and analysis. Its broad membership enables IUCN to fill the role of incubator and trusted repository of best practices, tools and international standards._
- _

  • IUCN provides a neutral space in

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