Adminstrator Job Vacancy in Nairobi Kenya - IUCN

IUCN, International Union for Conservation of Nature, helps the world find pragmatic solutions to our most pressing environment and development challenges.

IUCN works on biodiversity, climate change, energy, human livelihoods and greening the world economy by supporting scientific research, managing field projects all over the world, and bringing governments, NGOs, the UN and companies together to develop policy, laws and best practice.

IUCN is the world’s oldest and largest global environmental organization, with more than 1,200 government and NGO members and almost 11,000 volunteer experts in some 160 countries. IUCN’s work is supported by over 1,000 staff in 45 offices and hundreds of partners in public, NGO and private sectors around the world.

The IUCN Global Thematic Ecosystem Based Adaption Programme (EBAP), formerly called the Ecosystem Management Programme (EMP) is an IUCN programme that promotes the sound management of Ecosystem Approach – a strategy for the integrated management of land, water and living resources that places human needs at its centre.

The programe has taken lead in terms of coordination and integration in IUCN with respect to Drylands, Ecosystem Based Adaptation, Disaster Risk Reduction, the Red List of Ecosystems, and the Union’s work on Islands.

Owing to the restructuring of the programme, the following positions to be based in Nairobi, Kenya are being recruited:

Title: Programme Adminstrator

Scope: Responsibility, at the global thematic programme level, the overall administration of the Ecosystem Based Adaptation Programme (EBAP)

Duty station: EBAP, Nairobi, Kenya – though this is a global position

Contract duration: 2 year renewable based on satisfactory performance and adequate funding

Work percentage: EBAP 100%

Reporting to: Head EBAP

Job Level A3

Duties:

Programme administration

• Support the overall management of projects within the EBAP Progamme Portfolio in coordination with the Head of EBAP, unit heads and other team members, ensuring performance monitoring, efficiency and effectiveness.
• Assist with the development and administration of annual work-plans, budgets, internal agreements, contracts and progress reports so that they are developed on time and in the right format for IUCN, collaborating partners, steering committee and donors;
• Maintain the EBAP ABC list, and take responsibility for its regular updating
• Ensure that all EBAP project proposals follow the correct approval process and are entered into the ERP projects portal in a coherent manner
• Ensure that due diligence in the planning, monitoring and evaluation and reporting of assigned project activities is achieved and reports are provided on time;
• Assist the management of portfolio-related expenditures in accordance with IUCN procurement procedures, and in collaboration with the Finance officers;
• Ensure that staff time and overhead costs and other charges are recovered from the portfolio of project interventions;
• Ensure the collection, collation, reporting, organization, and archiving of all project data and documents including the update of internal knowledge systems;
• Provide assistance in developing donor reports for assigned projects and coordinate with finance to ensure timely financial reporting;
• Provide follow up support and tracking of administrative, programmatic and financial issues as requested by the Head of EBAP
• Under the guidance of the Head of EBAP, liaise with donors over project implementation and reporting and represent IUCN in donor meetings where required.
• In coordination with the Head of EBAP, assist with the selection and appointment of consultants following acceptable procurement practices, to carry out specific tasks and oversee delivery of quality products;
• Support communication of project outputs in available media (e.g. print, web) in accordance with IUCN’s policies, guidelines and standards.

EBAP Portfolio Development

Some of the projects in the portfolio will be funded project interventions under implementation, others will be early concepts, others developed concepts that are being negotiated with donors.

All of the developing and funded projects combined constitute the EBAP Portfolio.

The Portfolio should be managed in a way to sustainability of the portfolio, and contribute to the overall EBAP.

• Working closely with other EBAP staff and the Head of EPAB, provide input as required into the development of concepts and proposals that are in line with the IUCN Programme in terms of programme administration and entry into the ABC lists and ERP;
• Ensure that new projects adhere to the global guidelines for Project development, and ensure that necessary inter-regional consultations are conducted where relevant;
• Ensure compliance with IUCN standards and systems for project development, including entering concepts and proposals into the ERP.

Other Duties

• Maintain close working relationships with ESARO staff, as the position is based in Nairobi, particularly in support services.
• Support EBAP to manage and develop relationships between IUCN and its implementing partners in coordination with the Head of Programme. This will include that EBAP partners are appraised of and satisfied with project progress, maintaining a simple partner database;
• Support EBAP to manage, oversee and develop relationships with donors, ensuring that donors are appraised of and satisfied with project progress, and maintaining a simple donor database.

Competencies

• Qualified to Degree level in environmental or social sciences and a minimum of three years related work experience. University degree in business management, administration or a technical subject relevant to the work of IUCN (environment/conservation, natural resources management or related field) with a least three years working experience
• Demonstrated project management skills with strong ability to manage budgets and track finances experience in project management
• Experience in program logistics and project administration Extensive experience in project administration including deep knowledge of financial, Procurement, administrative practices and project reporting
• Must be highly organized, detail-oriented, and self-motivated ability to multi-task and manage time well
• Excellent interpersonal and oral and written communication skills; Proficiency in English a must,
• Must be dependable, a good team player and able to work independently as well as have the ability to learn quickly and expand scope of functions;
• Computer proficiency in Word, Excel, Outlook and PowerPoint.
• Strong organizational skills and the capacity to analyse and prioritise needs.
• Capacity to work under pressure and to meet tight deadlines.
• Strong Report writing skills

Applications:

Applicants are asked to submit their CV in English and a supporting letter of motivation along with the names and contact details of three referees, one of whom should be a recent employer by e-mail before 10th February, 2012 to:

IUCN Eastern and Southern Africa Regional Office
Email: earohr@iucn.org

IUCN is an Equal Opportunity employer

Only shortlisted candidates will be contacted

Visit http://myjobtube.blogspot.com/ for Jobs in Kenya

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Administrative Assistant Job Career in Nairobi Kenya

IUCN, International Union for Conservation of Nature, helps the world find pragmatic solutions to our most pressing environment and development challenges.

IUCN works on biodiversity, climate change, energy, human livelihoods and greening the world economy by supporting scientific research, managing field projects all over the world, and bringing governments, NGOs, the UN and companies together to develop policy, laws and best practice.

IUCN is the world’s oldest and largest global environmental organization, with more than 1,200 government and NGO members and almost 11,000 volunteer experts in some 160 countries. IUCN’s work is supported by over 1,000 staff in 45 offices and hundreds of partners in public, NGO and private sectors around the world.

The IUCN Global Thematic Ecosystem Based Adaption Programme (EBAP), formerly called the Ecosystem Management Programme (EMP) is an IUCN programme that promotes the sound management of Ecosystem Approach – a strategy for the integrated management of land, water and living resources that places human needs at its centre.

The programe has taken lead in terms of coordination and integration in IUCN with respect to Drylands, Ecosystem Based Adaptation, Disaster Risk Reduction, the Red List of Ecosystems, and the Union’s work on Islands.

Owing to the restructuring of the programme, the following positions to be based in Nairobi, Kenya are being recruited:

Title: Administrative Assistant

Scope: Responsibility, at the global thematic programme level, to assist in the overall administration of the Ecosystem Based Adaptation Programme (EBAP)

Duty station: EBAP, Nairobi, Kenya – though this is a global position

Start date: 1st January 2012

Contract duration: 2 year renewable based on satisfactory performance and adequate funding

Work percentage: EBAP 100%

Reporting to: Head EBAP

Job Grade A2

Duties:

Programme administration

• Provide administrative support for EBAP, particularly in Nairobi, to ensure smooth running of day-to-day operations. This includes attending to requests, photocopying of documents, mailing, filing, dissemination of information, and other miscellaneous tasks.
• Handle and maintain sensitive and confidential correspondence, financial and personnel matters and reports for which knowledge of security procedures is required.
• Assist with logistics for EBAP with respect to global events such as the World Conservation Congress, etc.
• Acts as a liaison between EBAP and other IUCN Offices, including identification of matters that require follow up and bring them to the attention of the Head EBAP.
• Make appointments as requested and maintain an appointments diary. Prepare the necessary correspondence and reports prior to the meeting.
• Help organise travel EBAP staff, including flight bookings (including ticketing), visa application, hotel reservations, airport pickups etc
• Provide support in organising workshops and meetings in various hotels, booking conference rooms and making arrangements for the required facilities and equipment. To prepare invitation letters, budgets for the meeting, travel arrangements, visa etc and making sure participants are updated regularly on logistic arrangements.
• Handle miscellaneous office queries politely and diplomatically both on the telephone and personally in the absence of the relevant staff member.
• Maintain donor and other contractual records. This entails receiving contracts, ensuring that the appropriate sign off sheets are completed and the signed copied are properly filed.
• Support communication of project outputs in available media (e.g. print, web) in accordance with IUCN’s policies, guidelines and standards.

Other Duties

• Ensure compliance with IUCN standards and systems for project development, including entering concepts and proposals into the ERP.
• Maintain close working relationships with ESARO staff, as the position is based in Nairobi, particularly in support services.

Competencies:

• A minimum of a Diploma in Project Administration and/or Business Studies (with at least division 2 or a credit “C” in O-levels). A Bachelors degree in Business or related field would be preferred.
• A minimum of 3 years experience in an administrative role
• Must be proficient in oral and written English. A working knowledge of French, Arabic and/or Spanish will be an added advantage.
• Proficiency in the use of computer programs for:
• Microsoft Office Suite (Word, Outlook, Excel)
• Internet
• Excellent writing, proofreading and editing skills
• Proven ability to respond to multiple demands and set priorities
• Respect for different cultures and customs

Personal characteristics

The Administrative Assistant will demonstrate competence in the following areas:

• Relationships: Maintain positive working relationships with others, both internally and externally.
• Needs Assessment: Anticipate, understand, and respond to the needs of members and other clients to meet or exceed their expectations.
•  Teamwork: Work cooperatively and effectively with others to set goals, resolve problems, and make decisions to enhance organizational effectiveness; ability to undertake self-directed tasks when necessary.
• Organization: Excellent time management skills; attention to detail; the capacity to prioritize by assessing situations to determine urgency; ability to develop a work schedule, set goals, create / implement actions plans and monitor progress towards goals; and ability to make clear, timely decisions.

Applications:

Applicants are asked to submit their CV in English and a supporting letter of motivation detailing how they meet the above requirements, along with the names and contact details of three referees, one of whom should be a recent employer by e-mail before 10th February, 2012 to: IUCN Eastern and Southern Africa Regional Office

Email: earohr@iucn.org .

IUCN is an Equal Opportunity employer

Only shortlisted candidates will be contacted

Visit http://myjobtube.blogspot.com/ for Jobs in Kenya

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Finance Officer Kenyan Job in Nairobi - IUCN

IUCN, International Union for Conservation of Nature, helps the world find pragmatic solutions to our most pressing environment and development challenges.

IUCN works on biodiversity, climate change, energy, human livelihoods and greening the world economy by supporting scientific research, managing field projects all over the world, and bringing governments, NGOs, the UN and companies together to develop policy, laws and best practice.

IUCN is the world’s oldest and largest global environmental organization, with more than 1,200 government and NGO members and almost 11,000 volunteer experts in some 160 countries. IUCN’s work is supported by over 1,000 staff in 45 offices and hundreds of partners in public, NGO and private sectors around the world.

The IUCN Global Thematic Ecosystem Based Adaption Programme (EBAP), formerly called the Ecosystem Management Programme (EMP) is an IUCN programme that promotes the sound management of Ecosystem Approach – a strategy for the integrated management of land, water and living resources that places human needs at its centre.

The programe has taken lead in terms of coordination and integration in IUCN with respect to Drylands, Ecosystem Based Adaptation, Disaster Risk Reduction, the Red List of Ecosystems, and the Union’s work on Islands.

Owing to the restructuring of the programme, the following positions to be based in Nairobi, Kenya are being recruited:

Title: Programme Finance Officer

Scope: Responsibility for managing at the global thematic programme level, the finances of the Ecosystem Based Adaptation Programme (EBAP)

Duty station: EBAP, Nairobi, Kenya – though this is a global position

Contract duration: 2 year renewable based on satisfactory performance and adequate funding

Work percentage: EBAP 100%

Reporting to: Direct reporting to IUCN Global Head Budget and Financial Planning with functional reporting line to the Head, Ecosystem Based Adaptation programme

Job Grade: P1

Duties and Responsibilities

1. Accounting Compliance

1.1 Daily recording of accounting data into the accounting system including capturing of all EBAP portfolio transactions from inter-company current accounts.

1.2 Ensure that high quality financial data is entered into the SUN system (for Nairobi based accounting, until the Nairobi system is migrated to ERP), or ERP in line with the following financial principles and IUCN requirements:

• All data entered should be complete, accurate and timely, with no posting allowed in or re-opening of closed periods, or changing of opening balances
• Financial data including income and expenditure should be posted and analyzed correctly by Budget Lines, Donor Analysis Codes and Thematic Codes, ensuring that closed donor codes are not used.
• Monthly Reconciliations and account procedures are performed on a timely basis as required:

- Reconciliation and clean up of relevant balance sheet accounts under the EBAP portfolio including project receivables, payables, staff accounts and the timely tracking and sound accounting of project advances commitments and accruals.

- Clean up of Balance sheet of all projects under the EBAP portfolio to ensure that all balances are accurate, realizable and reflect economic reality.

- Prepare monthly bank reconciliations for any EBAP programme designated accounts, ensuring validity of all transactions posted into the ledger.

1.3 Assist with accurate filing of EBAP Project documents

1.4 Confirm accurate account coding of documents supporting expense requests and claims

1.5 Check and process expense requests and claims, with follow-up to ensure timely liquidation

2. Reporting

2.1 preparation of donor financial reports and related correspondence.

2.2 Ensure the integrity, accuracy and completeness of financial reports to internal and external users by checking compliance with the requirements specified in 1.2 above related to quality of data posted, and especially that financial reports to donors agree with the underlying accounting records before sign off and submission to donors.

2.3 Ensure the relevant electronic and hard copy project financial reports from SUN and/or ERP for summary income and expenditure reports are distributed each month to all budget holders and project managers with a copy to EBAP projects Finance officer and Global Head of Finance by the 15th day of each month-end after close-off.

2.4 Ensure the preparation and distribution of the following monthly project management reports and analysis with supporting narrative to the EBAP Head, and Gloabl Head of Finance by the 15th day of each month-end after close-off:

• Actual Income and Expenditure report and analysis by Budget lines for all individual Projects in the EBAP portfolio, and the consolidated performance for the EBAP portfolio as a whole.
• Project Fund Balance report which summarizes opening balance, total income received and total expenditure incurred for each project.
• Projects in deficit analysis with explanation and intended timely corrective action for any deficit balances. Ensure Project Balances are accurate and any indication of deficit is brought to attention of the Head of EBAP.
• Project liquidity status report.
• Mapping of all new project reporting deadlines, and status of donor reporting vis-à-vis required deadlines.

2.5 Monitor and update key financial trends and performance indicators of individual projects under the EBAP portfolio using various financial tools including variance analysis, ratio and graphical analysis. Compare ratios developed with budgeted project targets e.g. for actual versus budgeted project expenditure, actual cost recovery as a percentage of actual project expenditure and against budgeted cost recovery, etc.

2.6 In liaison with Global Head of Finance, update Income and Expenditure Projections through monitoring of project performance trends.

3 Treasury management

3.1 Monitor the liquidity situation under the EBAP projects portfolio with a view to maintain appropriate liquidity levels, and ensure all credit allocations and income disbursements from donor and IUCN-HQ are received on a timely basis.

3.2 Coordinate cash flow planning ensuring availability of cash to meet maturing obligations, and consolidate EBAP Portfolio cash requests for timely submission to the Head of Finance prior to the beginning of each quarter within the financial year.

3.3 Prepare donor invoices for projects under the EBAP portfolio, with timely follow-up on all overdue grant income.

4. Planning, Budgeting and Forecasting

Under the guidance of the Head of Finance:

4.1 Monitor actual project implementation versus plan (budget) and actual income on a monthly basis, and prepare analyses as appropriate

4.2 Regularly review the financial status of income and expenditure of all projects under the EBAP portfolio against the agreed approved budgets. Discuss any potential problems with project managers and bring any actual or potential problems to the attention of supervisors immediately, with special attention to projects in deficit.

4.3 Track movement of projects under the EBAP portfolio in the ABC list, and work closely with the EBAP Programme to ensure that the ABC list for EBAP programme is kept accurate and up to date on a monthly basis.

4.4 Ensure timely and complete submission of staff time and capturing of management fees in line with approved budgets, with minimum monthly booking and cross charging of cost recovery under all projects in the EBAP portfolio.

4.5 Track actual staff emoluments for all staff under the EBAP programme against actual staff time claimed and against available project budgets on a monthly basis, and update projections for required staff time days to meet income & expenditure targets

4.6 Track status of actual versus budgeted cost recovery (staff time and management fees) under each project being implemented by the EBAP Programme.

4.7 Participate in due diligence process for clearing project agreements under the EBAP portfolio

4.8 Pro-actively engage with the relevant programme and finance personnel before, during and after project proposal development to ensure that all project budgets under the EBAP Portfolio are prepared and implemented in accordance with IUCN and relevant donor financial management guidelines and policies and maximize cost recovery for IUCN; and that they are prepared in a format consistent with IUCN accounting requirements.

4.9 Provide cost data of the various resource inputs to programme personnel to prepare and update project budgets.

4.10 Assist to initiate and/or follow-up communication with the relevant Project Officers, IT and HQ for allocation of new project numbers and ensuring that all relevant documents for new project are sent to HQ, and entered into the ERP.

4.11 Assist with management of consultancy and contract clearance process, and track contract disbursements for consultants/specialists engaged by specific projects under the EBAP programme

4.12 Collect and collate documents required for projects/programme evaluations

4.13 Coordinate procurement of office supplies, stationery, and office furniture for specific projects in the EBAP portfolio.

5 Audit / Internal Control Environment

5.1 Liaise with the Head of Finance to organize and facilitate the smooth conduct of project specific audits under the EBAP Portfolio, including the timely provision of required information & necessary support to external audits.

5.2 Assist with carrying out of Internal financial reviews and follow-up actions for specific projects under the EBAP Portfolio

5.3 Maintain adequate accounting, project and audit files for projects under the EBAP portfolio in line with IUCN requirements to facilitate the work of internal and external IUCN auditors.

5.4 Maintain an updated schedule of mandatory external Audits and applicable timeframes under the EBAP portfolio.

6 Others

6.1 Assist to develop capacity of non-finance staff under the EBAP programme on IUCN & relevant donor financial management guidelines, policies and procedures

6.2 Maintain an updated memorandum register of fixed assets acquired by the various projects under the EBAP portfolio, in order to track the acquisition, movement and disposal of such project fixed assets in line with donor agreements.

6.3 Carry out any other duties under the EBAP Programme that may be assigned by supervisors from time to time.

7. Competencies

Education: First degree in Accounting, Finance or related field and professional qualification at CPA Part II/ACCA level II

Work Experience: At least 5 years relevant work experience in similar capacity with a recognized regional or international development or conservation agency

Knowledge

• Good verbal and written communication skills in English
• Working knowledge of English and another IUCN language would be an added advantage.
• Working Knowledge of SUN system accounting and a good understanding of ERP will be needed (but can be learnt during the first half of 2012).

Skills

• Computer proficiency in Microsoft Office Suite
• Able to work in dynamic environment
• Excellent communication and Interpersonal skills
• Willingness to learn the new IUCN ERP system

Key Personal Attributes

• Ability to work in a team with minimum supervision and function in a multicultural and multidisciplinary Environment
• High personal integrity and confidentiality
• Ability to consistently meet scheduled deadlines
• Willingness to travel globally to project sites and to IUCN HQ in Switzerland.

Applications:

Applicants are asked to submit their CV in English and a supporting letter of motivation along with the names and contact details of three referees, one of whom should be a recent employer by e-mail before 10th February, 2012 to:

IUCN Eastern and Southern Africa Regional Office
Email: earohr@iucn.org .

IUCN is an Equal Opportunity employer

Only shortlisted candidates will be contacted

Visit http://myjobtube.blogspot.com/ for Jobs in Kenya

Read More