Job Description

###

Job Advert Summary

(This is a permanent position based in Newlands, Cape Town or Braamfontein, Johannesburg)





WWF is the world's largest and most respected independent conservation organisation, with over 6 million supporters and a global network active in over 100 countries. WWF's mission is to stop the degradation of the Earth's natural environment and to build a future in which humans 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.





WWF South Africa is a national office that is part of the WWF network. We are a local NGO that has worked for 50 years with the aim of inspiring all South Africans to live in harmony with nature, for the benefit of our country and the wellbeing of all our people. WWFs work is for nature, for you.





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 attitude.

BACKGROUND

:

The WWF Nedbank Green Trust is a special purpose funding vehicle that funds innovative and catalytic conservation projects across South Africa. The Green Trust is funded by Nedbank, and administered by WWF South Africa. The Green Trust Administrator role, which sits within WWF South Africa, is responsible for the for the day-to-day running and smooth operations of the Green Trust and its team. This is primarily an administrative role that requires an experienced administrator, but the scope of duties extends to the oversight and management of the Green Trust project portfolio. This is a full-time, fixed term contract.

###

Minimum Requirements

Related post-matric accepted but tertiary qualifications preferable. 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 with project management Experience in document preparation for meetings (Physical and Digital) - experience in paperless meetings preferred. Experience in national and international travel arrangements. Have South African permanent resident status Some experience in working with Monitoring, Evaluation and Learning systems preferable. Excellent organising and planning skills Good interpersonal and relationship building skills. High attention to detail and accuracy Ability to work independently Positive attitude and solutions-focus Sound sense of confidentiality protocols and requirements Ability to take initiative is absolutely vital

You recognise yourself in the values of WWF: Courage, Integrity, Respect, Collaboration and Inclusion

###

Duties and Responsibilities

1. 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.

2. 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

3. 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 relevanties Ensure all decisions taken in the BOT meeting are communicated to the relevant parties

4. 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

5. 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.

6. 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.

7. Monitoring, Evaluation and Learning

Assist the GT manager in managing the inflow, storage and outflow of data Assist the GT manager in the preparation of reports for the Mancom and the Board of Trustees Liaise with the WWF MEL team, and assist them with accessing relevant data and information from the Green Trust team

8. Communications

Engage the GT Communications Manager to assist them on the development and delivery of communications materials where necessary

9. 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.

10. 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

11. 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

12. Administrative duties for the Business Development Unit beyond

Provide additional administrative support to the Business Development Unit as and when needed




To apply please provide a detailed CV and cover letter fully motivating the relevant skills, experience and creativity that you can bring, together with the names, current e-mail addresses and telephone numbers of three relevant references.