Programme Assistant, Eurasia. Application Pack. Innovative conservation since 1903

Transcription

1 Programme Assistant, Eurasia Application Pack In the past century FFI has consistently saved species from extinction and protected habitats from destruction. Their solutions have always been practical, efficient and sustainable in local circumstances. Sir David Attenborough, FFI Vice-president Innovative conservation since 1903

2 FAUNA & FLORA INTERNATIONAL Founded in 1903, Fauna & Flora International (FFI) is the world s longest-established international conservation organisation. Our vision is to create a sustainable future for the planet where biodiversity is conserved by the people living closest to it. We aim to do this through the conservation of threatened species and ecosystems worldwide, choosing solutions that are sustainable, based on sound science and take account of human needs. We have become a trusted entity in the world of conservation. Today FFI is active in over 40 countries. EURASIA PROGRAMME Many of Eurasia s land and seascapes are recognised worldwide for their beauty, recreational and wilderness value, yet the importance of their biodiversity is frequently overlooked. The Eurasian steppe, the beech forests of the Carpathians, the Portuguese Montado, the fruit and nut forests of Central Asia and the Mediterranean Sea and coast are just some of the stunning and biodiversity rich ecosystems in the region. They contain unique and rare wildlife such as the critically endangered saiga antelope, the Iberian lynx, the elusive snow leopard and ancient species of apple and walnut. FFI is one of only a few international organisations working in the Eurasia region and is helping to raise awareness of the need for action amongst other international conservation and development charities. Many of our projects have laid the foundation and created the necessary infrastructure for other organisations to move in and help tackle the challenges of the region. We aim to build the capacity of local partners to conserve priority species and habitats. Our focus is in three core areas: Central Asia, the Caucasus, and Central-Eastern Europe and the Balkans. We also undertake emergency interventions in countries outside of these core regions and are addressing marine and coastal conservation issues in Turkey and Cape Verde and most recently on the island of Príncipe in the Gulf of Guinea. We are working with our partners to implement an exciting range of initiatives focused on ecosystems, habitats and species conservation in both the marine and terrestrial environments. Activities include addressing human wildlife conflict, biodiversity planning, establishing marine protected sites, capacity building for conservation, alternative livelihood development and community outreach. THE OPPORTUNITY FFI s Eurasia programme is seeking a Programme Assistant to undertake a key supporting role within the programme; working closely with the Programme Finance Officer to deliver administrative, information management and office support to the Eurasia team and its projects, helping ensure compliance with internal systems, policies and procedures and donor requirements. The successful candidate will be well organised, with proven experience in administration. S/he will be a strong team player and enjoy working in a dynamic environment where the ability to respond swiftly to changing organisational and team needs is paramount. The post would be a good fit for an individual interested in a purely administrative role.

3 TERMS AND CONDITIONS Start Date: Duration of Contract: Probation Period: Salary range: Location: Benefits: As soon as possible Two-year fixed term contract (with potential to extend subject to business need and funding availability) Six months 18,000-22,660 per annum, dependent on skills and experience The position is based at Fauna & Flora International, Cambridge, UK 25 working days annual holiday entitlement plus Public/Bank Holidays and any normal working days that fall between 24 th December to 1 st January inclusive, during which time FFI UK offices are closed. Pension contribution, currently set at 8% of salary after 3 months continuous employment. Group Life insurance for all staff on UK-based contracts, currently set at a benefit of 4 x basic salary. Hours of Work: This is a full-time position, working Monday to Friday 9.00am to 5.30pm, with a one-hour unpaid lunch break. TERMS OF REFERENCE Job Title: Reporting to: Key Internal Relationships: Programme Assistant, Eurasia Regional Director, Eurasia Headquarter and regional office staff, Eurasia Purpose: The Programme Assistant s role will lead on the provision of administrative support to colleagues based in Cambridge and other multiple locations on a day to day basis. Working closely with the Programme Finance Officer, this role will provide timely administrative support to ensure fulfilment of the programme s often complex administrative needs. The role will support the Eurasia team to ensure high standards of internal compliance and grant administration are achieved.

4 General Responsibilities: Providing administrative, organisational and logistical support, and when required basic financial support, to Eurasia staff and projects, ensuring compliance with internal systems, policies and procedures and donor requirements. Main Duties: Act as the central contact point for the collation, coordination and dissemination of general programmatic information for the Programme team. Provide support towards the maintenance of an accurate and effective information management and storage and filing system (MS SharePoint) for the Programme, including overseeing its proper use by UK and regional staff. Provide assistance with administrative and routine financial tasks including preparation, review and processing of invoices, cashbooks, timesheets and procurements etc. Assist with the preparation of project sub-contracts, funding agreements, and contracting and recruitment processes. Support fulfilment of key project administration including the EC LIFE+ funded Zarand programme, helping ensure compliance with all documentation requirements and contractual obligations. Support project cycle management, bringing deadlines and obligations to the attention of relevant staff and the Director. Provide administrative support to the team to ensure FFI s required institutional policies, protocols and processes are adhered to, including the preparation of internal documents, project concepts and proposals, work plans and reports. Assist with maintaining the Eurasia Programme presence on the FFI website and on the intranet by collating and/ or preparing appropriate material for inclusion. Track fundraising activities by maintaining information on on-going applications, donor relationships and donor reporting requirements and provide administrative support throughout the fundraising process. Track and assist with regional / project travel arrangements, including booking flights and accommodation, visa application support, organising diaries and coordination of associated documentation. Assist in the organisation and arrangement of team meetings, regional events, including conferences, regional, and other meetings, and conference calls, and provide administrative support as appropriate, including recording and circulating minutes. Respond to internal and external enquires, directing them within the team as appropriate. Liaise with relevant individuals from other FFI departments and regional programmes, as well as other organisations operational in the region, as required in fulfilment of your duties. Maintain key programmatic documentation such as team organograms and electronic staff contact details and distribution lists. Undertake desk-based research as required to support project and programme development. Collaborate on critical analysis and learning from programme activities and dissemination of lessons learned internally and externally, as appropriate. In consultation with partners, prepare (or provide inputs for) written and audio-visual materials about the projects for communication through internal and external presentations, relevant websites (FFI, partner, donor, etc.), newsletters and other media. Carry out any other reasonable duties which are consistent with the post and the aims and objectives of the position.

5 PERSON SPECIFICATION Essential Desirable Skills Excellent proven administrative skills Strong organisational and time management skills, with structured and methodical approach to work Excellent proven numeracy skills Excellent interpersonal, verbal and written communication skills Computer literate, proficient in standard word processing and spreadsheet programmes; good knowledge of Microsoft Office Suite Ability to work under pressure and to turn work around to tight deadlines Ability to manage several competing priorities High level of accuracy Excellent attention to detail Pro-active approach to work Fluent written and spoken English Proficiency in written and spoken Russian or other language relevant to the region Knowledge and experience Minimum of 3 years experience of providing administrative support Familiar with basic accounting terminology and processes Understanding of or experience of working within the NGO sector and/or a conservation organisation Experience of working in a cross-cultural environment Degree or an equivalent level professional qualification in a subject relevant to the role and / or the work of FFI Behavioural qualities Able to use own initiative and to work flexibly, reliably and efficiently A committed team player Willingness to learn and acquire new knowledge / skills Ability to work well, through remote means, with offices / staff abroad with a culturally sensitive approach Self-starting, able to work alone without direction where required Interest in biodiversity conservation Other Entitlement to work in the UK

6 HOW TO APPLY Applications, consisting of covering letter explaining why you feel you should be considered for this post, a full CV and contact details for two referees (who will not be approached without your permission), should be submitted via to eurasia@fauna-flora.org or by post to Zeynep Ozdemir, Programme Finance Officer, Eurasia at: Fauna & Flora International, The David Attenborough Building, Pembroke Street, Cambridge, CB2 3QZ. United Kingdom. Please mark your application Programme Assistant, Eurasia. The closing date for applications is Thursday, 17 May Interviews are likely to be held during the week commencing Monday, 28 May Candidates selected for interview will be contacted by or telephone please specify your preferred method of contact in your covering letter and indicate where you saw the position advertised. Regrettably, due to limited resources and the high number of applications we receive, we are only able to contact short-listed candidates. If you do not hear from us within four weeks of the closing date, please assume that you have not been successful on this occasion. APPLICANTS WITH DISABILITIES FFI encourages applications from individuals with a disability who are able to carry out the duties of the post. If you have special needs in relation to your application, please contact Jade Bedwell, HR Administrator on Tel: +44 (0) or jade.bedwell@hotmail.co.uk. FFI values diversity and is committed to equality of opportunity