Wednesday, 3 June 2015

Operations Administrator

The Nature Conservancy
 
Job Title: Operations Administrator, Kenya Program    
 
Job Family: Operations    
 
Job Number: 570014    
 
Salary Grade: 4    
 
Status: Salary    

Summary: The Operations Program Coordinator is responsible for a variety of operations activities in support a program’s approved tactics.

Essential Functions

The Operations Program Coordinator is responsible for performing multiple administrative functions related to the assigned program. 

S/he may be responsible for scheduling and coordinating logistics for special events and/or meetings, purchasing, central filing, mailroom operations, facility management, telecommunications, and/or reception. 

 
S/he may assist with the recruitment and training of program volunteers, and may coordinate the activities of volunteers. 

In addition, the Coordinator may perform Information Systems, Human Resources, and Finance administrative tasks, including processing forms, preparing reports, and monitoring budgets.  

S/he uses available systems and resources to maintain, track and research data, and produce and review reports. 

S/he applies established processes and practices in order to improve effectiveness and documents program procedures for reference by staff.

S/he will coordinate activities with multiple variables, setting realistic deadlines and managing the timeline. 

The Coordinator may handle inquiries about business unit activities and assist in the development of program materials and correspondence. 

S/he will work cooperatively with Conservancy staff, providing information necessary to make decisions and solve problems. 

The Coordinator may communicate on behalf of the supervisor with internal and external sources, including staff, donors, vendors, and business relations in order to coordinate arrangements, convey information, and ensure successful execution of program. 

Responsibilities & Scope    
  • Demonstrate sensitivity in handling confidential information.
  • Does not supervise any staff, but may supervise volunteers, interns, or temporary staff.
  • Duties are performed under general supervision and established guidelines.
  • Financial responsibility may include purchasing, processing invoices, contracting with vendors, and assisting with budget tracking.
  • Identify routine problems and utilize existing resources for resolution, refers difficult questions and problems to supervisor.
  • Make day-to-day decisions within the scope of work assignments and prioritize work independently.
  • Serve as a team member for assigned projects.
  • Willingness to travel, work overtime, and work evenings and weekends as needed.
  • Work environment involves only infrequent exposure to disagreeable elements and minor physical exertion and/or strain.
Minimum Qualifications  
  • Bachelor’s degree and 1 year experience or equivalent combination.
  • Valid Driver’s License.
  • Experience in business writing, editing, and proofreading.
  • Experience organizing time and managing diverse activities to meet deadlines.
  • Experience performing one or more administrative processes.
  • Experience working and communicating with a wide range of people.
Preferred Knowledge, Skills & Experience     
  • Ability to analyze information for the purpose of preparing reports, coordinating activities, and solving problems.
  • Ability to apply research skills.
  • Ability to write and edit written materials for use with program communications and special events.
  • Database skills, including managing and tracking data, and producing reports.
  • Excellent “customer service” skills and focus.
  • Experience, coursework, or other training in relevant field.
  • Strong organizational skills and attention to detail.
Organizational Competencies

Communications
  • Effectively expresses messages verbally and in writing. 
  • Actively listens to others. 
  • Fosters open exchange of issues. 
  • Is timely with information.
Flexibility & Innovation
  • Flexible to changing circumstances. 
  • Takes innovative approaches towards work.
  • Takes calculated risks and makes dependable decisions in the fact of uncertainty.
Interpersonal Savvy
  • Maintains positive working relationships. 
  • Contributes to productive partnerships inside and outside the organization. 
  • Understands team member roles and values the contributions of others. 
  • Effectively deals with conflict.
Open to Learning
  • Versatile learner and committed to self-improvement. 
  • Employs strengths effectively. 
  • Willingly shares knowledge with others. 
  • Seeks coaching on areas needing improvement. 
  • Adjusts behavior/performance as needed. 
  • Views mistakes as learning opportunities.
Organizational Awareness
  • Understands the basics of our business. 
  • Knows how local job relates to the big picture & contributes to the overall strategy. 
  • Knows how/why things work inside TNC. 
  • Easily moves through internal networks and channels for success.
Produces Results
  • Takes Initiative. 
  • Focuses on priorities.
  • Strives for excellence. 
  • Is dependable and accountable for results. 
  • Persistent in the face of obstacles and meets deadlines.
This description is not designed to be a complete list of all duties and responsibilities required for this job.

How to Apply:
 
To apply for this position, please submit a resume/CV and cover letter to Africa@tnc.org subject line:
OPERATIONS ADMINISTRATOR, KENYA PROGRAM. 

Applications must be submitted by Friday, June 5th, 2015 to be considered.

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