We are looking for an experienced and skilled administrator, highly organised and methodical in their approach to work with meticulous attention to detail. A strong team player who enjoys working in a dynamic team environment that requires problem-solving and the ability to respond swiftly to changing organisational and team needs. An excellent communicator with the ability to build positive and productive working relationships with colleagues and partners at all levels, at local, national and international locations.
In return, the role offers the opportunity to work within a ground-breaking and entrepreneurial organisation, at the forefront of global conservation, with the opportunity to apply your skills and expertise where appropriate.
Terms and Conditions
Start Date: As soon as possible
Duration of Contract: Undetermined Duration Contract, based on the fund availability
Probation Period: 3 months
Gross Salary Range: Contingent on Experience
Location: Phnom Penh, Cambodia
Benefits: 25 working days’ annual holiday entitlement plus 18 days of Public Holidays, and other leave entitlements abided by Cambodia Law.
Fauna & Flora currently provides a seniority payment, in addition to Private Health insurance and NSSF (state insurance), a 13th month salary payment.
Hours of Work: This is a full-time position working 40 hours per week, Monday to Friday inclusive from 8:00am to 5:30pm with 1.5 hours lunch break.
Job Description
Job Title: Programme Assistant, Asia-Pacific
Reports to: Director of Operations, Asia-Pacific
Key working relationships: Programme Managers, Asia-Pacific
Technical Specialists, Asia Pacific
Fauna & Flora Asia-Pacific team members in Cambridge and Asia-Pacific
Regional Programme Finance Officer and Manager, Asia- Pacific
Finance Business Partner, Asia-Pacific
Administration and Finance Managers based in Programme offices
Purpose:
- The Programme Assistant’s role will provide administrative support to colleagues based across the Asia-Pacific region and Cambridge on a day-to-day basis. Working directly with the Director of Operations for Asia-Pacific, this role will ensure the fulfilment of the Programme’s often complex administrative needs. The role will support the Asia-Pacific team to provide administrative support to projects and sub-regional programmes and ensure high standards of internal compliance and grant administration are achieved.
Specific duties:
Programme Administration:
- Act as the central contact point for the collation, coordination and dissemination of general programmatic information for the Asia Pacific team; and respond to internal and external enquires, directing them within the team as appropriate.
- Provide administrative support to the team to ensure Fauna & Flora’s required institutional
- policies, protocols and processes are adhered to, including recruitment processes.
- Provide assistance with administrative and routine financial tasks including preparation, review and processing of invoices, cashbooks, timesheets etc.
- Support and manage the Asia Pacific Team information management system. Train local and Cambridge-based staff and partners on the system’s protocol to ensure accurate storage, filing and information sharing.
- Act as a site editor for the Asia-Pacific team’s intranet sites, to include management of the content and permissions (in conjunction with team members), acting as the point of contact for these sites and supporting team members and colleagues more widely in their use as well as taking a proactive role in the maintenance and development of information held on these pages
- 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.
- Liaise with relevant individuals from other Fauna & Flora departments and regional programmes, as well as other organisations operational in the region, as needed to fulfil duties.
- Maintain key programmatic documentation such as team organograms and electronic staff contact details and distribution lists for both internal staff and programme partners.
- Prepare research and critical analysis for reports as well as review, edit, and compilation.
- Maintain accurate records and filing systems to capture the information resulting from the duties outlined above (especially documentation relating to the project process, grant agreements, financial management, and electronic staff contacts details) and communicate any changes within the organisation as required.
- Track the development, submission and approval or rejection of all funding proposals involving the Asia Pacific region, and maintain up-to-date records of the work required across the Asia Pacific and Cross-cutting teams.
Communications:
- Liaise with the Communications team and partner organisations to communicate and promote the Asia-Pacific programme's projects, providing support to and coordinating contributions to the Fauna & Flora website, blogs, newsletters, media releases or social media, preparing, inputting and updating materials as appropriate, and coordinating uploading of images onto Fauna & Flora's photographic database.
- Actively share and disseminate information and knowledge relating to the work and interests of the Asia-Pacific Programme within Fauna & Flora.
Programme Development:
- Provide support to the Programme Development Manager to track fundraising activities by maintaining information on on-going applications, donor relationships and donor reporting requirements and provide administrative support throughout the fundraising process.
- 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 specific assistance with statutory donor grant management and reporting, including UK, EU and US statutory donors and support compliance with donor conditions.
- Where requested by the Director of Operations, trouble-shooting specific problems and/or identifying general constraints and devising solutions to overcome them.
Other duties:
- 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.
Person Specification
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Essential |
Desirable |
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Skills |
· Excellent proven administrative skills · Strong organisational and time management skills, with structured and methodical approach to work · Excellent interpersonal, verbal and written communication skills, builds good working relationships at distance · Excellent attention to detail and high level of accuracy · 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 · Fluency in written and oral English |
· Knowledge of Microsoft SharePoint · Working knowledge of a language relevant to the countries in which the Asia Pacific programme works, e.g. Khmer, Vietnamese, Myanmar, etc. |
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Knowledge and experience |
· Proven experience in an administrative support role · Familiar with basic accounting terminology and processes · Event coordination |
· Degree or equivalent level qualification · Experience of fundraising · Knowledge of social media and writing for communications purposes · Familiarity with Asia- Pacific cultural context · Experience working in a developing country and/or in an NGO environment |
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Behavioural qualities |
· Demonstrates Fauna & Flora’s values · Responsive, with a customer-service focus · Establishes trust to build positive, supportive, and effective working relationships · International mindset and approach · Awareness and sensitivity to culture |
· Interest in and empathy with Fauna & Flora’s mission |
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· Excellent team player · Self-starter with the ability to use initiative and drive projects forward independently · Desire to learn and develop professionally · Pro-active approach to work with a willingness to learn and acquire new knowledge / skills |
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Other |
· Commitment to Fauna & Flora’s mission and values · Ability and willingness to travel on occasion to project sites (with notice). |
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Applications should consist of the following:
Covering letter explaining why you are applying, relating your experience and skills to the role
- Full CV
- Contact details for two referees (who will not be approached without your permission) Applications should be submitted electronically to phalina.seang@fauna-flora.org
- Please mark your application ‘Programme Assistant, Asia-Pacific’ and indicate in your covering letter where you saw the position advertised, and your expected salary.
Applicants with Disabilities
Fauna & Flora 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 Phalina.seang@fauna-flora.org
Moreinfo: https://www.fauna-flora.org/career
Please mention "www.Cambodiajobs.Biz" where you saw the ad when you apply!
