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Program Assistant

2 months ago

Cambridge, United Kingdom DiverseJobsMatter Full time

Job Description


We are seeking a Programme Administrator to undertake a key supporting role in the delivery of the Eastern Atlantic Islands programme of work, through provision of administrative, communications and information management support.


The post would be ideal for someone with excellent administrative skills with previous experience in a similar role (including use of Microsoft Office). They will be highly organised and methodical in their approach with excellent communications skills and a working knowledge of Portuguese.

In return, the role offers the opportunity to work within a ground-breaking and entrepreneurial organisation, at the forefront of global conservation. In addition, we offer a generous pension contribution, attractive annual leave allowance and life insurance.


Our offices are located in The David Attenborough Building in central Cambridge, just a few minutes’ walk from glorious historic buildings and museums, the picturesque River Cam, the central market and shopping centre, and a host of cafés and restaurants.


Reporting to: Senior Programme Manager, Eastern Atlantic Islands


Key working relationships:


  • Programme Officer, Eastern Atlantic Islands
  • Senior Technical Specialist, Marine, Eurasia
  • Finance Business Partner, Eurasia
  • Programme Manager(s), EAI, Eurasia (CV)
  • Programme Officer(s), EAI, Eurasia (CV and STP)
  • Other Project Manager(s), Eurasia
  • Partner organisations


Purpose:


  • To provide administrative, financial, and information management support across projects within the Eastern Atlantic Islands portfolio, including projects on São Tomé and Príncipe and Cabo Verde.


Specific Duties:


Programme administration:


  • Provide administrative support to the team to ensure that our institutional policies, protocols, and processes are adhered to.
  • Assist in the organisation and coordination of programme logistics, including travel to project sites and booking flights and accommodation for partners and staff.
  • Provide assistance with administrative and routine financial tasks, including preparation, review, and processing of invoices, procurement processes, and review of monthly partner cashbooks.
  • Assist in the preparation of sub-grant agreements, MoUs, consultancy contracts, and ensure appropriate input from relevant Eurasia colleagues and Operations team members.
  • Work with the Finance Business Partner, Eurasia, to support compliance with donor conditions, including procurement and financial administration.
  • Assist in the preparation and review of FocalPoint reports to help track project expenditure.
  • Provide support towards the maintenance of an accurate and effective information management, storage, and filing systems for the Programme.
  • Support project cycle management, bringing deadlines and obligations to the attention of the Senior Programme Manager, Eastern Atlantic Islands, and relevant field staff and partners.


Programme development:


  • Support the preparation of internal documents for project concepts and proposals, and undertake desk-based research as required to support project and programme development.
  • Provide support to the Programme Development Manager and the EAI Team to track fundraising activities by maintaining information on ongoing applications, donor relationships, and donor reporting requirements, and provide administrative support throughout the fundraising process.


Communications:


  • Liaise with our Communications team and local partner organisations to communicate and promote the Eastern Atlantic Islands’ projects, providing support to and coordinating contributions to our website, blogs, newsletters, media releases, or social media, preparing, inputting, and updating materials as appropriate, and coordinating uploading of images onto our photographic database.
  • Actively share and disseminate information and knowledge relating to the work and interests of the Eastern Atlantic Islands Programme through a range of appropriate internal mechanisms.


Other:


  • Undertake any other activities that you may, from time to time, be asked to perform by your line manager, commensurate with your skills and experience.