Operations and Admin Coordinator

5 months ago

Cape Town, South Africa Worldwide Fund for Nature Full time

**Job Advert Summary**:
To ensure the smooth day-to-day running of the Climate Change Portfolio within Environmental Programme Unit. Implement, record and control sound financial and administration practices; and aid the Project team as and where required.

**Minimum Requirements**:

- ND in Business Administration /Secretarial / PA
- 5 to 8 years Senior Administrative and PA experience incorporating: financial administrative skills, project coordination skills, organising and planning skills, local and international travel experience.
- Proven experience in implementing and improving administrative processes and systems.

**Duties and Responsibilities**:
**DUTIES & RESPONSIBILITIES**:

- Improve systems, processes and policies in support of WWF-SA mission - specifically support better management reporting, information flow and management, business process and organisational planning.
- Support Project team with managing and increasing the effectiveness and efficiency of Business Support (HR, IT, Legal and Finance), through coordination and communication between support and Project team.
- Oversee financial systems and controls.

**Responsibilities by function**

**Financial Management**:

- Managing the day to day processing of accounts receivable and payable through coordination with Finance and Business Support and NetSuite.
- Provide financial administration support, e.g. Assist with processing travel claim forms, processing invoices, obtaining quotes, create purchase orders in NetSuite and liaising with service providers.
- Maintaining filing system of relevant project expenditure and assist with tracking income and expenditure.
- Draw monthly Trial balance and Income statements per project fund and provide this to the relevant Programme or Project Managers.

**Organisational requirements**:

- Coordination of submissions through the Project Approval Process namely Design & Planning, Endorsement and Project Administration Team (PAT) meetings, specifically relating to approvals of new projects, project amendments, disbursements contracts and disbursement amendments including time extensions, budget reallocations and cost recoveries for Project team.
- Rotational third spotter for Project Administration Meeting. Assist with drafting the PAT minutes and agenda on a rotational basis (once or twice a year).

**Project Coordination**:

- Assist Project team with coordinating income and disbursement agreements and the execution thereof.
- Assist Project team in ensuring they meet their donor reporting by tracking income, report deadlines and notifying them accordingly.
- Assist Project team with creating funding proposals, new grants, and new project numbers in NetSuite.
- Assist Project team with keeping funding proposals, grant and existing project records updated.
- Assist Project team with capturing and maintaining contact records on NetSuite.

**Administration**:

- Assist the Project team with day to day administration duties.
- Drafting of project disbursement contracts and addendums.
- Drafting of calling of funds as per the income agreement dates and monitoring that income is allocated to the correct project.
- Ensure that electronic & paper filing of signed a) contracts, b) Invoices & payments, c) Reports & d) Correspondence is kept in order and up to date.
- Travel arrangements (national & international) for Project staff and third parties when required.
- Process the Project staff travel and other expenses as well as kilometer claims, following up with finance and keep records thereof.
- Assist the Project team in coordinating meetings, events & workshops with major partners, including distribution of invitations, venue sourcing and booking, finalising dates, travel arrangements, managing RSVP list, arrange catering and any administrative requirements.
- Abide and guide the Project team to follow processes and procedures within the organisation.
- Manage financial administration (invoices, payment tranches etc.) for income, disbursement projects and events.
- Provide backup assistance to the Project & Administration Manager - Environmental Outcomes as and when required.
- Provide backup assistance to the Programme Coordinator supporting Climate and Circular Economy Portfolios.
- Update and input CPM data for Project team as and when required.
- Gather information for organizational reporting and auditors as and when required.
- Provide support / training where necessary.

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