Green Trust Administrator

at  Worldwide Fund for Nature

JOB ADVERT SUMMARY

(This is a 1 year, half-day contract position based in Cape Town)
WWF is one of the world’s largest and most respected independent conservation and environmental organisations, with almost 6 million supporters and a global network active in more than 100 countries.
Our mission is to stop the degradation of the Earth’s natural environment and to build a future in which we all live in harmony with nature, by conserving the world’s biological diversity, ensuring that the use of renewable natural resources is sustainable, and promoting the reduction of pollution and wasteful consumption.
Our work is challenging and exciting and we love what we do. To join our team, you need to be brilliant at what you do, passionate, results-orientated and have a positive and helpful attitude.

MINIMUM REQUIREMENTS

• Related post-matric or tertiary qualification.
• Minimum of 5 years experience in a similar senior Administrative role in a complex high pressure environment
• Superior and efficient writing and verbal skills.
• Excellent proficiency in MS Office specifically MS Excel, MS CRM and Adobe PDF editor.
• Advance experience and understanding of MS Teams, Zoom, virtual meeting platforms and other applicable technology
• Experience in and ability to compile agendas and take accurate professional meeting minutes for Board and Executive level meetings
• Experience in document preparation for meetings (Physical and Digital) – experience in paperless meetings preferred.
• Experience in national and international travel arrangements.
• Excellent organising and planning skills
• Good interpersonal and relationship building skills.
• High attention to detail and accuracy
• Ability to take initiative.
• Ability to work independently.
• Positive attitude and solutions-focus
• Sound sense of confidentiality protocols and requirements
• Have South African permanent resident status

• Green Trust Application Process
• Receive new applications and facilitate their progression through the Green Trust application process.
• Work closely with the GT manager to progress proposals through the Submission, Co-Creation, Review and Endorsement phases
• Ensure all applications are tracked and filed, and version control is enforced to ensure that the correct documents are progressed from one phase to another.
• Facilitate open and efficient communication between the GT Manager, applicants, portfolio teams, reviewers, Mancom members etc.
• Ensure all successful proposals are transferred successfully to the Mancom agenda.
• Ensure all decisions are minuted, and actions and decisions are communicated to the relevant parties.
• Assist the GT Manager in communicating final decisions to successful and unsuccessful applicants.
• Green Trust Management Committee
• Set and communicate dates with all Mancom members, and other relevant parties
• With the GT Manager, develop the agenda for each Mancom meeting
• Gather all submissions and develop the Mancom meeting pack for each Mancom meeting
• Assist the GT Manager in developing the GT Manager’s report
• Take detailed minutes in each Mancom meeting and communicate them to all relevant parties
• With the GT Manager, ensure all decisions made in the Mancom meeting are communicated with the relevant parties.
• Green Trust Board of Trustees (BOT)
• Ensure open communications with all Trustees and their assistants
• With the GT Manager and the Mancom, arrange dates and venues for the Trustees meeting
• Work with Trustees and their assistants to make travel arrangements for the meeting
• With the GT Manager, develop the agenda for the BOT Meeting
• Gather all submissions and develop the meeting pack for the BOT meeting
• Take detailed minutes during the meeting and communicate them with all relevant parties.
• Ensure all decisions taken in the BOT meeting are communicated to the relevant parties
• Green Trust Field Trip
• With the GT Manager, arrange the dates and locations of the GT Field Trip
• Assist the GT Manager in developing the itinerary, and communicating with all relevant parties
• Make all travel and logistical arrangements surrounding the field trip
• Act as the coordinator on the Field Trips ensuring that everything runs smoothly
• Social Equity and Development Audits
• In consultation with the GT Manager and the WWF Finance team, appoint an appropriate SED auditor
• Communicate the SED audit requirements to all project managers and implementing partners, and receive and file their SED submissions
• Liaise between the WWF Finance team, the GT Manager, the applicants and the Auditors to ensure that all information is organised and successfully transferred.
• Bring the audit to its conclusions, and communicate the results of the SED audits with WWF, Nedbank and all other relevant parties.
• Project Management
• Maintain an updated database of all past and present GT projects
• Maintain open lines of communication with all project teams
• Communicate milestones and payment dates to all relevant project managers, administrators and applicants
• Communicate with project managers to receive project reports, and communicate progress and issues to the GT Manager
• Ensure all progress reports are reviewed and that they are included in the Mancom meeting pack.
• Communications
• Engage the GT Communications Manager to assist them on the development and delivery of communications materials where necessary
• Legal and Finance
• Maintain open lines of communication with the GT Legal and Finance teams and the GT Legal advisor
• Assist the GT Manager in addressing any legal or financial issues as and when they arise
• Help to develop the operational budgets for each year, taking into account the costs of BOT meetings, Mancom meetings, Field Trips, workshops and meetings etc.
• Data Management
• Ensure that all relevant documents, including minutes, applications, PAT submissions, contracts etc. are appropriately filed and shared on Sharepoint.
• Ensure all databases, including the project database and Trustee database are kept up to date
• Ensure that all dates and details between Netsuite, contracts and the relevant databases are aligned
• General Administration and Travel
• Make all travel arrangements for the GT Manager, Trustees etc. around Mancom, BOT and other meetings
• Ensure that all arrangements and payments are properly noted and authorised on Netsuite
• Provide other administrative support to the GT Manager as and when necessary.