Job Description
Job Description
WCMC is a charity devoted to promoting, for public benefit, the conservation, protection, enhancement and support of nature and natural resources worldwide. The Programme Administrator will support the central function of the organisation, as well as a team of technical staff within the Impact Area. The post will assist in the implementation of a wide range of projects and provide extensive administrative support to these projects and project staff.
Key Areas of Responsibility
- Contribute to internal reporting through compiling administrative and financial reports, assisting with project planning and resource utilisation, and tracking outputs and associated communications.
- Assist in maintaining systems and give support to the Heads of Impact Area, with administration, including systems for tracking project reporting deadlines, invoicing schedules, and other administrative tasks associated with project implementation.
- Support the collation of project and Impact Area level KPIs and Centre-wide reporting.
- Support Project Leaders across Impact Areas in setting up and maintaining projects on the Centre’s project management and finance system, Deltek, and support Project leaders through the project life cycle.
- Help with contracting support by compiling initial draft contracts and preparing consultant subcontracts.
- Help to compile administrative and financial documents when submitting project proposals.
- Organise and provide support for internal and external meetings, workshops and retreats, including minute-taking, liaison with participants, organising transport arrangements, booking venues, set-up, catering, etc.
- Raise purchase orders and complete expense claims and other tasks as requested to support project staff.
- Support the production of outputs and communication/promotion material through helping with document formatting, etc.
- Support travel arrangements for visitors and consultants.
- Provide support across other Impact Areas, as required.
Other Duties
- To undertake any other duties as may be required from time to time commensurate with the level of the post.
Person Specification
Qualifications/Education
Essential:
- Experience in project or financial management, business administration or logistics
Desirable:
- Qualification in project or financial management, business administration or logistics
Experience
Essential:
- Experience in administrative support.
- Excellent office IT skills, with experience of working with MS Word, Excel and database software.
- Experience in working with a management system.
- Experience of data entry.
- Experience of simple data analysis and production of associated outputs.
Desirable:
- Experience with supporting project managers with administration in a projectbased or consultancy organisation.
- Experience of resource planning and budgeting processes in multiple currencies.
- Experience of working with website content management systems.
Skills
- Excellent organisational skills and attention to detail.
- Ability to take initiative to make improvements.
- Excellent communication and interpersonal skills.
- Able to learn from mistakes, to welcome and implement constructive feedback, and keen to attend internal or external training opportunities for personal development.
- Demonstrated professional approach to dealing with both internal and external colleagues.
- Capable of developing an excellent knowledge of the institution’s policies and procedures.
- Commitment to meeting deadlines and the ability to respond positively to these even at short notice.
- Good time management and ability to prioritise, multitask and deal with diverse requests from multiple colleagues.
- Ability to remain calm and focused, even under pressure.
