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IISD Internships

IISD runs international internship programs for young Canadian professionals seeking to gain experience in sustainable and international development. Learn more!

Key Message

Our vision: Better living for all—sustainably

Our mission: To champion innovation, enabling societies to live sustainably

Contact us

  • IISD's head office
    161 Portage Avenue East, 6th Floor
    Winnipeg, Manitoba, Canada
    R3B 0Y4

    · Phone: +1 204 958-7700
    · Fax: +1 204 958-7710
    · E-mail
    · IISDnet
    · Linkages

  • Ottawa office

    Please note our new office address, effective October 5, 2009:

    75 Albert Street, Suite 903
    Ottawa, Ontario Canada
    K1P 5E7

    · Phone: +1 613 238-2296
    · Fax: +1 613 238-8515

  • IISD Reporting Services
    300 East 56th Street #11A
    New York, NY 10022 USA

    · Phone: +1 646 536-7556
    · Fax: +1 646 219-0955
    · E-mail

  • Geneva office
    International Environment House 2
    9 chemin de Balexert
    1219 Châtelaine
    Geneva Switzerland

    · Phone +41 22 917-8683
    · Fax +41 22 917-8054
    · E-mail

Employment

Programme Administrator

Trade and Investment Team

Based in Geneva, Switzerland

Pay scale: CHF 82’000-87’000

Effective: Immediately.

We are seeking an experienced Programme Administrator to support the implementation of project-based activities and framework agreements related to the Trade & Investment program. The Programme Administrator will assist the Director, Trade & Investment with overall management and administration of the programme, working closely with the other Programme Administrators. The incumbent is a member of the Project Administration Team based in Geneva.

More specifically the position entails; coordinating the preparation and monitoring of project expenditures; coordinating the development and submission of project proposals; coordinating the administration and overview of framework agreements; ensuring that communications with project funders and partners are fully coordinated and consistent; carrying out general project administration and coordinating with IISD’s Winnipeg office.

Terms of Reference

The Programme Administrator (PA) supports the implementation of project-based activities and framework agreements related to the Trade and Investment (T & I) programme primarily or other programs as assigned by IISD, and in particular is responsible for the administration of projects assigned to him/her.

The Programme Administrator (PA) assists the Director, Trade and Investment to coordinate all program activities. This includes, but is not limited to, assisting the European Representative/Director, T&I with the overall management and administration of the T&I programme.

As part of their role, the PA convenes periodic meetings of the Geneva Project Administration Team and with their input formulates recommendations for continued process enhancement. The incumbent is the Geneva focal point in the project management development process, and is the primary liaison with IISD’s Project Management Support Office.

This will be a 100% position, based in Geneva.

Responsibilities

Project Management:

The Programme Administrator is responsible for the administration and management of projects, from project design, to implementation, to closing and reporting, assigned to him/her by IISD. Specific to this position is the monitoring of the Trade & Investment core“801” budget.

Tasks include:

1. Coordinate the preparation and monitoring of the project budgets and the allocation of financial and human resources. The PA will monitor the projects expenditure on an on-going basis. This could include monitoring of workplans, budgets, contracts, payments, reports, organization of meetings, etc.

2. Carry out project administration activities:

  • Cost template/budget development and revision;
  • Contacts with donors on administrative issues;
  • Preparation and monitoring of consultant / associate contracts;
  • Maintain project files;
  • Undertake correspondence relating to the project;
  • Code and approve project expenses;
  • Organize meetings as required;
  • Coordinating activities with IISD’s Winnipeg office, and
  • Bring important matters to the attention of the Director, Trade & Investment and other project leaders.

3. Prepare and coordinate with project leaders/managers, the development and submission of project proposals, including project budgets, and projected timelines for the delivery of the specific activities. Ensure all new project proposals meet IISD budget, contracting and other policies and procedures;

4. Once project proposals are approved, coordinate their set-up with the PMSO office and Winnipeg Finance Department;

5. Monitor and track project outputs (technical and financial) and ensure timelines and other targets and deliverables are met and ensure these are coordinated and consistent with project funders;

6. Maintain a close working relationship with project staff, consultants/associates, the PMSO and Winnipeg personnel responsible for other services;

7. Prepare and coordinate with the Secretariat, or project leader, reports outlining project activities, such as donor reports, and the documenting of lessons learned for both program and institutional learning purposes.

8. Maintain a working knowledge of IISD project management and support tools;

9. Work closely with counterparts in other Programme areas of the Trade & Investment Programme.

10. Compile, edit, coordinate the production and publication of technical and financial reports and other publications

11. Undertake any other tasks as may, from time to time, be assigned by the Director, Trade and Investment.

The financial aspects of these tasks will be carried out in collaboration with the Geneva Project Accountant.

Framework Agreements

The Programme Administrator will be responsible for coordinating the administration and overview of Framework Agreements negotiated by the European Representative/Director T&I.

Tasks include:

  1. review draft proposals, particularly from a financial point of view and prepare the final version to be submitted to donors
  2. monitor the status of proposals until Agreements are finalized
  3. review Agreements and ensure contractual conditions are met and respected throughout the implementation (deadlines for reporting, claiming funds, changes in budgets, etc.)
  4. provide the European Representative/Director, T&I with regular updates on the monitoring and status of finances and activities
  5. relay all relevant information to project leaders and administrators and coordinate narrative and financial reporting
  6. inform Project Accounting of all developments and ensure coordination on relevant activities (invoicing, financial reporting, etc.).

The financial aspects of these tasks will be carried out in collaboration with the Geneva Project Accountant.

Programme Management

The Programme Administrator will assist the European Representative/Director, Trade & Investment (T&I) in:

1. producing workplans and annual budgets, progress & assessment reports, evaluation reports, financial reports and reviews for T&I projects.

2. liaising with Programme Administrators with regard to the monitoring of on-going projects or the development of new activities, and in particular of Framework Agreements

With input from the Project Administration Team he/she will compile an overview of the programme, and provide updates to the Director, Trade & Investment and keep him informed of developments and issues that may arise. The financial aspects of these tasks will be carried out in collaboration with the Geneva Project Accountant.

Reporting Relationship

This position is responsible to the Director, Trade & Investment or his Designate.

Requirements

We are looking for a Programme Administrator with the following skills and experience:

In addition, the following would be considered an advantage:

If you’re interested

If this sounds like something for you then we would like to hear from you:

Please note: Whilst we are grateful for all applications, we regret that we will only be able to acknowledge those of shortlisted candidates.

IISD is an equal opportunities employer and we welcome applications regardless of ethnicity, age, gender or disability.