JOB DESCRIPTION TITLE LOCATION WORK PERCENTAGE: …

1 JOB DESCRIPTION TITLE : Finance and Administration Officer LOCATION : Pretoria, South Africa work PERCENTAGE: 100% REPORTS TO: Regional Director - TRAFFIC East/ Southern Africa PRESENT INCUMBENT: Existing Post TRAFFIC, the wildlife trade monitoring network, works to ensure that trade in wild animals and plants is not a threat to the conservation of nature. We actively monitor and investigate wildlife trade and provide information to diverse audiences worldwide as a basis for effective conservation policies and programmes. TRAFFIC is a strategic alliance of World Wide Fund for Nature (WWF) and the International Union for Conservation of Nature (IUCN) and is an international network, organised into eight regional programmes. CHARACTERISTIC DUTIES The Finance and Administrative Officer (FAO) of TRAFFIC East/Southern Africa (TESA) is responsible for the day-to-day financial management and administration functions within the TESA regional programme.

2 These functions will be implemented effectively and efficiently, and consistent with the Guidelines for the Operation of the TRAFFIC Network and the TRAFFIC Network Financial Policies and Procedures Manual (FFPM) adopted by the TRAFFIC Network. The SFAO will be specifically responsible for: SPECIFIC DUTIES Leading and coordinating the preparation the quarterly, mid-term and annual consolidated core and project-level financial reports in collaboration with the Regional Director. This activity will include but not be limited to the following sub activities: o Producing monthly bank and petty cash reconciliations, a consolidated cash flow forecast and a trial balance statement for approval by the Regional Director; o Maintaining computerised monthly and quarterly accounts in ACCPAC and other systems as appropriate) covering all TESA Cost Centres individually and in consolidated TRAFFIC programme formats; o Liaising with creditors on account queries, reconciling with creditor s statements and ensuring that creditors are paid in a timely manner; o Tracking staff time by collecting and consolidating staff time sheets; o Development and tracking of core and project budgets for the TESA programme on a monthly, quarterly and annual basis.

3 Track all TESA and T-I project contracts and inform staff of financial and progress reporting deadlines and maintain central record of said reports. Coordinate sign off of all progress reports with Regional Director. Leading on project proposal budget development and signing off in conjunction with the Regional Director. Lead on drawing up all consultancy contracts through the IUCN and WWF systems in conjunction with the Regional Director; Auditing TESA sub-offices finances and integration with their host on an annual basis to ensure compliance with TRAFFIC s FPPM. Producing a report on each office s audit and making recommendations for improvements to the financial management system. Ensure that the TESA RO is audit ready, by conducting the following activities: o Developing and implementing a system that will ensure the TESA RO s financial information is available and auditable at a central LOCATION at short notice.

4 O Liaising with auditors at year-end and IUCN/WWF accountants as and when necessary, Manage all general office administration functions in the Pretoria Regional Office, including library, general filing system, a calendar of financial deadlines, regional asset register and any other finance and administration functions required by TRAFFIC; Undertaking other duties and responsibilities from time to time as discussed and approved by the Regional Director. REQUIREMENTS A formal accounting and administration qualification at Diploma or University Degree level is a prerequisite. At least five years of project accounting and hands on administration experience is a prerequisite Previous experience of working within the environmental/ conservation NGO sector with donors such as USAID is highly recommended. Strong project administrative skills including dealing with financial reports, audits, contracts and related documentation.

5 Fluency and excellent writing skills in English. Competency in either French or Portuguese will be an advantage. Be able to demonstrate strong skills using ACCPAC and MS Office software, especially Excel. Have excellent interpersonal skills and strong organisational responsibility. Be a good team player but also willing to work on own initiative. Experience of working abroad (especially Africa or Asia) would be an advantage. Be willing to travel regionally and internationally. Be eligible to be employed in South Africa. SUPERVISION Finance and Administration staff in the regional programme (including Tanzania, Zimbabwe and Madagascar).