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JOB DESCRIPTION

Project Finance and Administrative Officer

Effective from: April 2016

Duration of contract: Until 31^st September 2019

Reporting to: Programmes Finance and Administrative Coordinator

Close working relationship with: DRC Programme Manager, CF Consortium Coordinator, Finance Manager, staff and consultants in the Programmes Team.

The Rainforest Foundation UK

The mission of the Rainforest Foundation UK (RFUK) is to support indigenous peoples and traditional populations of the world’s rainforest to:

• Secure and control the natural resources necessary for their long-term wellbeing and managing these resources in ways which do not harm their environment, violate their culture or compromise their future.
• Develop means to protect their individual and collective rights and to obtain, shape and control basic services from the state.

RFUK considers that an essential first step to protect and manage the tropical forests and to reduce poverty in tropical forest countries is to realise the rights of the traditional and indigenous communities who live in those forests. With secure rights to land and livelihoods, forest peoples can effectively manage forest resources and direct and manage their own development. Founded in 1989, RFUK has in the past 20 years built a solid body of work based on this rights-based approach to development and protection of the rainforest. Although our work is focused on the Congo Basin, where RFUK has worked since 1996, we also work in the Peruvian Amazon.

RFUK tackles the underlying causes of deforestation linked to the problems of disenfranchisement of indigenous forest peoples globally and locally. From the field to the international policy arena, RFUK reinforces the active participation of forest peoples in the decisions that affect them. We work with over 15 partner organisations in tropical forest countries and our programme work is split into the following thematic areas:

• Threats to forests from the extractive industries, infrastructure development and agro-industrial expansion;
• Conservation effectiveness and monitoring of initiatives to reduce deforestation from deforestation and degradation (REDD);
• Community-based forest management, land-use planning and tenure reform;
• Community mapping and forest monitoring;
• Indigenous peoples’ rights.

RFUK currently has 19 staff, with a number of volunteers or interns at any given time. It is governed by a Board of seven Trustees. The London-based Foundation is part of a network of sister organizations, which also include the Rainforest Foundation US and the Rainforest Foundation Norway.

The Programmes Team

The Programmes Team at the Rainforest Foundation UK is one of three teams in the organisation and is the main team responsible for the implementation of our projects under the five themes cited above.

RFUK is implementing several projects in the Congo Basin which form a coherent approach contributing to overall programmes strategy:

RFUK is expecting to launch a large consortium led project in April 2016 to develop an integrated approach, in coordination with other international NGOs, donors, and DRC civil society, that aims to improve livelihoods and reduce deforestation in the DRC by establishing successful community based forest management.

We also expect to launch another project, under a NGO consortium, with two main components:

• Support to implementation of Community Forests in the Central African Republic;
• Empowerment of stakeholders in the Congo Basin to use community mapping data and the MappingForRights platform to support the development of community forest programmes and related policies.

 

KEY RESPONSIBILITIES

General

The Project Finance and Administrative Officer will provide administrative, financial and logistical support to two specific DfID-funded projects mentioned above as well as other smaller scale projects. The post is based in the Rainforest Foundation’s north London office, though travel to the region of implementation may occasionally be required.

Specific responsibilities and tasks

The Project Finance and Administrative Officer will be responsible for the following tasks, under the supervision of the Programmes Finance and Administrative Coordinator:

1. Project administration
   • General administrative support to the relevant projects;
   • Maintaining project and donor documentation records, including project, staff and consultants’ contracts etc.;
   • Maintaining schedules and details of project financial transfers and other project-related payments required and their due dates, and ensuring that they are executed in a timely manner according to relevant contracts;
   • Maintaining a schedule of internal and external reporting deadlines, and ensuring that the donor reporting requirements of project-related contracts are fulfilled in a timely manner, and that all necessary information required for RFUK reports is received from partners on time for onward submission to DfID;
   • Preparing consultants/partners contracts and liaising with consultants and partners on specific administrative requirements;
   • Supporting programme staff in the preparation and implementation of project evaluations and audits, for example by arranging travel and accommodation of evaluators, and assisting in the review of partner audits;
   • In conjunction with the Programmes Finance and Administrative Coordinator and the Head of Programmes, ensuring that programmes staff comply with the prescribed administrative systems and requirements;
   • Supervising the work of interns and volunteers, as appropriate;
   • Supporting the organisation of programmes’ annual strategy meetings and quarterly programmes meetings;
   • Arranging translations of programmes publications as required.

2. Project finance

• Ensuring that project expenditures are adequately tracked according to the agreed project budgets;
• Keeping relevant programme staff informed of incoming and outgoing programme funds;
• Coding invoices and other programmes expenditure;
• Providing other support, as requested, to Programmes Finance and Administrative Coordinator, Head of Programmes, programme staff and the Financial Controller in financial management of the project.
• Preparing in a timely manner accurate financial reports as required by the donor or for internal monitoring processes.

3. Travel and logistics

• Providing project logistical support as required – booking travel and couriers and assisting with obtaining programme staff and southern partners’ visas in a timely manner;
• Managing purchase of project equipment according to RFUK procurement procedures;
• Maintaining a system for signing project equipment in and out and ensuring it is up-to-date;
• Providing other logistical support, including: organising arrangements for partners visiting the UK, and assisting with UK workshops and programme events organisation when appropriate;
  • Undertaking other duties from time to time as may be required by Programmes Finance and Administrative Coordinator and the Head of Programmes.

Summary Terms and Conditions

Hours, remuneration and place of work

The post is offered on 3.5 year contract (ideally starting from April 2016), with a 6-month probationary period.
The post is a full time post, based on a 35-hour working week.
The starting salary is £ 25,020 per annum, including London weighting.
Monthly salary is paid by Bank Automated Credit transfer, on the 25th of every month.
Holidays, sick pay and other benefits are provided in accordance with statutory requirements. At present, 30 days paid leave per year are offered.

Non-contributory pension (4% of salary, commencing on satisfactory completion of 6 month probationary period).

The place of work is 233a Kentish Town Road, London NW5 2JT. This is a non-smoking environment. There is no car parking provided for the post-holder, although bicycles are allowed in the building.

Equal Opportunities

RF UK is an equal opportunities employer, and makes no discrimination on the grounds of gender, race, age, physical abilities, religious or sexual persuasion.

233a Kentish Town Road unfortunately is not as accessible to those with physical disabilities as the organisation would like, but every effort will be made to provide an accessible and pleasant working environment for all staff, trustees, volunteers and visitors.

Expérience

PERSON SPECIFICATION

Detail	Essential	Desirable
Knowledge and Experience	· Experience of programme administration (preferably in a charity or an international development context).· Experience in administrating substantial project budgets · Experience in maintaining filing and tracking systems · At least two ‘A’ levels, and GSCEs in English and Maths · High level of competence in using software packages, including main Microsoft Office applications, and especially Excel spreadsheets. · Experience in using databases. · Good command of the English language and at least basic ability in French, written and spoken	· Experience of organising meetings· Financial management/accounting experience in a charity/development project context · Good command of French language

 

Langues parlées

Desirable

Qualité du candidat

Knowledge and Experience