Grant Administrator

Vacancy #:

- 7076
- Unit:

- IUCN European Regional Office Brussels
- Organisation:

- International Union for Conservation of Nature (IUCN)
- Location:

- European Regional Office Belgium, Brussels, Belgium
- Brussels office, Belgium
- Reporting to:

- Senior Manager, Grants Finance
- Work percentage:

- 100%
- Grade:

- A3
- Expected start date:

- 08 January 2025
- Type of contract:

- Fixed-term (12 months)
- Closing date:

- 08 December 2024

BACKGROUND

The Global Programmes Operations unit (GPOU) provides high quality and efficient financial and administrative services to support project and programme delivery. These services include, amongst others, support in financial planning, budget development, contracting (with donors, implementing partners and consultants), procurement, donor reporting and cost center management. The unit is also responsible for administration workflows and for leading system and process initiatives that lead to greater operational efficiency in the areas of project finance and administration across the Secretariat.

Grant making programmes have grown considerably over recent year as the mechanism has become established as one of IUCN’s primary delivery vehicles. As a result, there is now a need for a tailored service to grant making programmes. The purpose of the position is to support on the provision of financial and administrative services to grant making programmes and to develop the function in line with anticipated growth and to ensure optimal service delivery.

The Grant Administrator is expected to build a business partner relationship with Thematic Teams that undertake grant making programmes and relevant managers in order to gain a thorough understanding of the Global Thematic Programmes grant making portfolios, their challenges and expectations.

The Grant Administrator will support the Senior Manager, Grant Finance in developing and delivering effective and efficient finance and administration services to the Thematic Teams’ grant making portfolios and ensure:
Fiduciary and Quality assurance of IUCN financial processes across grant making programme ensuring that donor contractual conditions are met.

SPECIFIC RESPONSIBILITIES

Under the overall supervision and direct management of the Senior Manager, Grant Finance the Grant Administrator will have the following specific responsibilities:
Grant administrative support

Provide consistent administrative support (internally, and externally with regions, sub-contractors and implementing partners) for all stages of the project grant management cycle (from concept and proposal development, through implementation to reporting and close-out) and ensure maintenance of up-to-date financial and contractual information in our systems.

Support procurement processes by working with project managers to draft Requests for Proposals (RFPs), issue RFPs, analyze responses, prepare contracts, process invoices, and enter details into NAV.

Provide support to project audits by collecting requested documents and by responding to requests from the auditors in collaboration with Programme Finance Managers, and regions.

Support implementing partner processes, including drafting agreements, reviewing reports and entering details into NAV.

Support the tracking and follow up on reporting deadlines/submissions with project managers

Support the development and management of internal agreements (IAs), including the drafting of agreements. Work with regional colleagues to ensure a consistent and streamlined approach to the administration and management of internal agreements.

Support the digital and physical financial and contractual data filing and maintenance through the maintenance of the J Drive, projects files, project reports filing, etc.

Support timely and efficient contract clearance processes by:
Preparing documents for clearance of donor contracts;
Identify issues of eventual conflict with IUCN policy and rules or with donor requirements;
Supporting and ensuring timely and efficient procurement process clearance

Securing timely and efficient sign-off and contract clearance by all levels of management required (Programmes, Legal OLA, DGO, etc.) in coordination with Programme Finance Managers.

General administration support

Ensure the timely processing of all travel requests from programme leads and facilitate all logístical arrangements for travel, visa, workshops and events.

Support timely submission of all expense claims by the programme leads; ensure sufficient backup documents provided.

Other responsibilities

As required, the Grant Administrator shall assume responsibility for other activities and projects that the Senior Manager, Grant Finance may assign from time to time.

REQUIREMENTS
- 3 years minimum of administrative or accounting studies
- At least 3 years of administration and/or accounting support experience
- Practical experience of using and updating financial systems
- Good communication skills
- Hands-o