About the position
(This is a 2-year fixed term position based in Head office in Newlands, Cape Town)
Responsibilities:
- Improve systems, processes, and policies
better management reporting, information flow and management, business process and
organisational planning. - Support the Sustainable Finance Project and specific Corporate Partnership teams with managing
and increasing the effectiveness and efficiency of Business Support including Human Resources,
Information Technology, Legal and Finance, through coordination and communication between the
administrative and finance support together with the Sustainable Finance Project team. - Assist with overseeing financial systems and controls
- 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 to 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.
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 Sustainable Finance Programme Manager and selected Corporate
Partnership team members. - 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.
- Requirements:
- Related post-matric or tertiary qualification
- Minimum of 5 years' experience in project coordination or project administration
- Superior writing and verbal skills in English and at least another South African language
- Experience in tracking budgets and collating financial reports, bookkeeping knowledge an
advantage - Experience in improving and implementing office administration systems or processes
- Relationship building skills
- Excellent planning and organizing skills
- Advanced level of computer literacy and office communication technology tools
- NetSuite experience an advantage
- Professionalism in personal interactions (both externally and internally)
- Experience in international and domestic travel arrangements
- Attention to detail
- Solutions-focus
- Positive attitude
Desired Skills:
- Project Support Administration
- Document Distribution
- Project Coordination
- MS Project
- Projects Support
- Project scheduling
Desired Work Experience:
- 2 to 5 years Conservation
- 2 to 5 years Team Leader & Supervisor
