Finance and Administration Support Officer
IUCN
Accounting & Finance, Customer Service
Angola · Swaziland · Namibia · Pretoria, South Africa · South Africa
Posted on Oct 14, 2025
CHARACTERISTIC DUTIES
The Finance and Administration Support Officer will be based in Antananarivo. Their mission will be to support the development of TRAFFIC's activities in Madagascar and the Western Indian Ocean, and provide administrative and financial support for the implementation of all the TRAFFIC projects in Madagascar and the Western Indian Ocean. The Finance and Administration Support Officer will work closely with the Project Managers, the Legal Officer, the WWF-MG team in charge of administrative and financial management, as well as with other TRAFFIC staff members in Madagascar and South Africa.
RESPONSIBILITIES
The Finance and Administration Support Officer will take care of the administrative and financial aspects related to the implementation of the TRAFFIC projects, including budget planning, expenditure monitoring, development of internal management tools, coordination of procurement procedures, payment tracking, mission planning and monitoring, consultant recruitment, contract management, and preparation and follow-up of audits, amongst other tasks.
Financial planning, monitoring and control
• Monitor monthly and quarterly expenses incurred by the TRAFFIC projects.
• Regularly update financial planning to ensure the proper use of project funds in a timely manner.
• Contribute to the preparation and compilation of financial reports for projects. Ensure that all financial control procedures are in place and ensure compliance with the requirements and regulations of the donors concerned.
• Manage the relation with subgrantees and ensure that they comply with TRAFFIC’s financial procedures and with the terms of the subgrant agreements through regular monitoring. Provide training to finance and admin staff of subgrantees where needed.
• Provide support to TRAFFIC's administrative and financial team in South Africa in the context of external audits. Assist in the preparation of end-of-project audits by ensuring that all supporting documents are available and easily accessible.
• Develop budgets for future project proposals as part of TRAFFIC’s fundraising efforts.
Missions and procurement of goods and services
• Support the organisation of travel and missions for staff.
• Make all necessary travel arrangement for work missions in and outside Madagascar e.g. book air tickets, ground transportation, hotels, workshop venues, etc.
• Coordinate the purchase of goods and services by ensuring compliance with internal procedures.
• Make requests for quotes from suppliers and compare offers.
• Develop and track all advance requests (K1), claims (K2), and submit them to TRAFFIC's administrative and financial team in South Africa for processing.
Human Resources Management
• Line manage the consultants and interns who are providing operational support to TRAFFIC projects in Madagascar.
• Organise and oversee the recruitment of consultants: publish job advertisements, receive applications, prepare evaluation files, notify the selected candidate, prepare the contract, follow up on the submission of deliverables and payments, etc.
• Assist international staff in their dealings with Malagasy administrations as part of their installation and departure from Madagascar (e.g. application for a residence permit, renewal, shipment of personal belongings, etc.).
Office Stewardship and Operations
• Ensure the stewardship and proper functioning of the TRAFFIC office on a daily basis: manage services (water, electricity, internet, telephone, cleaning) and communication with suppliers; ensure the availability of office supplies and consumables; organise staff travel (reservation of vehicles and/or support for taxi travel), amongst other tasks.
• Update the inventory and ensure that all TRAFFIC assets in Madagascar are effectively insured, in collaboration with TRAFFIC's administrative and financial team in South Africa.
• Ensure the entry, registration, sending and follow-up of correspondence from the TRAFFIC office in Madagascar.
• Ensure the archiving of correspondence and administrative and financial documents of the TRAFFIC office in Madagascar.
• Ensure that all administrative and financial records of the TRAFFIC office in Madagascar (e.g. supporting documents of expenses, contracts, purchase orders, inventory of fixed assets) are organised, kept and updated.
Communication
• Maintain fluid communication with the administrative and financial teams of TRAFFIC in South Africa and WWF-MG in Madagascar in order to anticipate challenges and best comply with applicable procedures.
Logistical support
• Provide support to the Project Managers for the planning and organisation of workshops and other activities, sending invitations, drafting meeting minutes, among other activities.
• Ensure adherence to ‘Leahy vetting’ obligations for workshop participants whenever necessary and ensure the submission of vetting forms to the U.S. embassy within the agreed timeframe.
• Attend project events and meetings to provide administrative and logistical support, as required.
• Where relevant, plan and manage the payment of per diems to workshop participants, including by preparing advance requests, verifying supporting documents, keeping the paper trail, and reporting on / reconciling expenses, all the while ensuring adherence to TRAFFIC, WWF-MG and donor applicable rules regarding per diems.
Miscellaneous
• Provide information on the projects according to TRAFFIC’s needs.
• Ensure compliance with TRAFFIC’s internal procedures in all circumstances.
• Perform any other tasks assigned by Project Managers and/or TRAFFIC’s administrative and financial team in South Africa.
SUPERVISION
The Finance and Administration Support Officer will work under the supervision of the GUARD Project Manager and the Senior Finance and Administration Officer (TSAF), to whom they will report.
The Finance and Administration Support Officer will supervise the operations consultants and interns as required.
The Finance and Administration Support Officer will be based in Antananarivo. Their mission will be to support the development of TRAFFIC's activities in Madagascar and the Western Indian Ocean, and provide administrative and financial support for the implementation of all the TRAFFIC projects in Madagascar and the Western Indian Ocean. The Finance and Administration Support Officer will work closely with the Project Managers, the Legal Officer, the WWF-MG team in charge of administrative and financial management, as well as with other TRAFFIC staff members in Madagascar and South Africa.
RESPONSIBILITIES
The Finance and Administration Support Officer will take care of the administrative and financial aspects related to the implementation of the TRAFFIC projects, including budget planning, expenditure monitoring, development of internal management tools, coordination of procurement procedures, payment tracking, mission planning and monitoring, consultant recruitment, contract management, and preparation and follow-up of audits, amongst other tasks.
Financial planning, monitoring and control
• Monitor monthly and quarterly expenses incurred by the TRAFFIC projects.
• Regularly update financial planning to ensure the proper use of project funds in a timely manner.
• Contribute to the preparation and compilation of financial reports for projects. Ensure that all financial control procedures are in place and ensure compliance with the requirements and regulations of the donors concerned.
• Manage the relation with subgrantees and ensure that they comply with TRAFFIC’s financial procedures and with the terms of the subgrant agreements through regular monitoring. Provide training to finance and admin staff of subgrantees where needed.
• Provide support to TRAFFIC's administrative and financial team in South Africa in the context of external audits. Assist in the preparation of end-of-project audits by ensuring that all supporting documents are available and easily accessible.
• Develop budgets for future project proposals as part of TRAFFIC’s fundraising efforts.
Missions and procurement of goods and services
• Support the organisation of travel and missions for staff.
• Make all necessary travel arrangement for work missions in and outside Madagascar e.g. book air tickets, ground transportation, hotels, workshop venues, etc.
• Coordinate the purchase of goods and services by ensuring compliance with internal procedures.
• Make requests for quotes from suppliers and compare offers.
• Develop and track all advance requests (K1), claims (K2), and submit them to TRAFFIC's administrative and financial team in South Africa for processing.
Human Resources Management
• Line manage the consultants and interns who are providing operational support to TRAFFIC projects in Madagascar.
• Organise and oversee the recruitment of consultants: publish job advertisements, receive applications, prepare evaluation files, notify the selected candidate, prepare the contract, follow up on the submission of deliverables and payments, etc.
• Assist international staff in their dealings with Malagasy administrations as part of their installation and departure from Madagascar (e.g. application for a residence permit, renewal, shipment of personal belongings, etc.).
Office Stewardship and Operations
• Ensure the stewardship and proper functioning of the TRAFFIC office on a daily basis: manage services (water, electricity, internet, telephone, cleaning) and communication with suppliers; ensure the availability of office supplies and consumables; organise staff travel (reservation of vehicles and/or support for taxi travel), amongst other tasks.
• Update the inventory and ensure that all TRAFFIC assets in Madagascar are effectively insured, in collaboration with TRAFFIC's administrative and financial team in South Africa.
• Ensure the entry, registration, sending and follow-up of correspondence from the TRAFFIC office in Madagascar.
• Ensure the archiving of correspondence and administrative and financial documents of the TRAFFIC office in Madagascar.
• Ensure that all administrative and financial records of the TRAFFIC office in Madagascar (e.g. supporting documents of expenses, contracts, purchase orders, inventory of fixed assets) are organised, kept and updated.
Communication
• Maintain fluid communication with the administrative and financial teams of TRAFFIC in South Africa and WWF-MG in Madagascar in order to anticipate challenges and best comply with applicable procedures.
Logistical support
• Provide support to the Project Managers for the planning and organisation of workshops and other activities, sending invitations, drafting meeting minutes, among other activities.
• Ensure adherence to ‘Leahy vetting’ obligations for workshop participants whenever necessary and ensure the submission of vetting forms to the U.S. embassy within the agreed timeframe.
• Attend project events and meetings to provide administrative and logistical support, as required.
• Where relevant, plan and manage the payment of per diems to workshop participants, including by preparing advance requests, verifying supporting documents, keeping the paper trail, and reporting on / reconciling expenses, all the while ensuring adherence to TRAFFIC, WWF-MG and donor applicable rules regarding per diems.
Miscellaneous
• Provide information on the projects according to TRAFFIC’s needs.
• Ensure compliance with TRAFFIC’s internal procedures in all circumstances.
• Perform any other tasks assigned by Project Managers and/or TRAFFIC’s administrative and financial team in South Africa.
SUPERVISION
The Finance and Administration Support Officer will work under the supervision of the GUARD Project Manager and the Senior Finance and Administration Officer (TSAF), to whom they will report.
The Finance and Administration Support Officer will supervise the operations consultants and interns as required.
