Sunday, November 22, 2015

Operations Administrator, Zambia Program Operations Program Specialist II

Operations Administrator, Zambia Program Operations Program Specialist II
JOB FAMILY: Operations
JOB NUMBER: 700041
SALARY GRADE: 6
STATUS: Salaried
SUMMARY
The Operations Administrator, Zambia Program, will work as part of a team within the Zambia Program providing a broad range of resources. S/he will manage for several specific functional activities, such as finance, human resources, procurement, office management, information systems, meetings and special events, training, volunteer programs, etc.
ESSENTIAL FUNCTIONS
The Operations Administrator, Zambia Program, will work towards meeting the strategic priorities of the program by developing and implementing tactics for approved plans, and completing and/or overseeing day-to-day tasks.  S/he will maintain, track, and report on key data related to the scope and priorities of the functional activities and s/he will organize and coordinate diverse activities, projecting outcomes, monitoring progress, and implementing solutions in consultation with leadership.
S/he will be responsible for central administrative processes, including facility management, telecommunications, mailroom operations, central filing, telephone/public reception, maintaining office supplies and equipment, purchasing and disbursement requests, and general office duties.  S/he will coordinate logistics for meetings and/or special events.  S/he will provide assistance to all levels of staff on HR issues, working closely with the Operations Manager, Africa Region, and Director of Finance and Operations, Africa Region.  S/he will have an active role in the development and implementation of annual budgets and monitoring progress of goals and budget execution, and will be responsible for keeping accounting records for program administration. S/he will collaborate with key leads from the Regional Operations team in day-to-day financial management and tracking for the program as well as contracts and grants management.
The Operations Administrator provides operational guidance to ensure efficient management of the program and compliance with TNC internal policies, and Zambia’s regulation based on extensive knowledge of institutional and national policies and procedures.  S/he will interpret guidelines and analyze factual information to achieve results, improve workflow, and solve problems.  S/he will adapt processes and implement recommended practices in order to improve effectiveness.  S/he will provide recommendations and targeted training related to the functional activities s/he manages. S/he will keep up-to-date on market trends and best practices in order to improve services.
The Operations Administrator for the Zambia Program works in close cooperation with all of the following: TNC staff, donors, volunteers, vendors, public agencies, financial institutions, and legal and accounting professionals.
RESPONSIBILITIES & SCOPE
  • Act independently within broad program goals to prioritize tasks in the absence of specific instructions and exercise independent judgment to identify and solve problems.
  • Decisions may bind the organization financially or legally.
  • Ensure programmatic commitments, TNC policies and procedures, financial standards, and legal requirements are met and managed for compliance.
  • Financial responsibility includes purchasing, processing invoices and transfers, and negotiating and contracting with vendors, and participating in budget preparation. May be responsible for developing and tracking budget.
  • Implement and manage new initiatives that will ensure department and organization-wide goals and strategies are achieved.
  • Maintains confidentiality of frequently sensitive and emotionally charged information.
  • Manage functional activity towards program’s strategic goals.
  • Manage projects with several variables, set realistic deadlines, manage a timeline, and ensure accountability.
  • May participate in complex negotiations.
  • May supervise administrative, professional and/or volunteer staff, responsibility includes training and professional development.
  • Work is diversified and may not always fall under established practices and guidelines.
  • Travel occasionally, work long and flexible hours as needed.
  • Work environment involves only infrequent exposure to disagreeable elements and minor physical exertion and/or strain.
  • This position is based in Lusaka, Zambia
MINIMUM QUALIFICATIONS
  • Bachelor’s degree and 3 years related experience or equivalent combination.
  • Experience in coordinating projects.
  • Experience in generating reports, and analyzing and interpreting data.
  • Experience managing multiple central administrative processes.
  • Experience with database management.
  • Experience working across departments.
  • Experience, coursework, or other training in principles and practices of relevant field.
  • Highly fluent in English (both written and spoken).
PREFERRED KNOWLEDGE, SKILLS & EXPERIENCE
  • Ability to implement complex processes.
  • Ability to use existing technology to achieve desired results.
  • Demonstrated experience handling confidential information.
  • Demonstrated experience using diplomacy and tact to build strong relationships and motivate staff.
  • Experience developing and administering departmental budget or equivalent.
  • Experience interpreting guidelines to achieve desired results.
  • Experience supervising staff, interns and/or volunteers.
  • Knowledge of current trends in the specific field.
  • Strong organization and negotiating skills, accuracy, attention to detail and ability to manage multiple tasks.
  • Successful experience implementing strategic program goals.
ORGANIZATIONAL COMPETENCIES
Accountability for Outcomes
Pushes for excellence. Establishes challenging goals for self and others to drive performance in support of the Conservancy’s mission. Rewards behavior that achieves these standards and is aligned with the organization’s mission/ values. Takes action to address performance problems in a timely and appropriate manner.
Builds Organizational Capability
Builds or adapts organizational structures to accomplish the mission and to improve performance. This includes reorganizing organizational systems, structures, processes, procedures, communication channels or reporting relationships. With the Conservancy’s strategic filter in mind, determines who can contribute, gets the right people involved, and builds bench strength for the future.
Collaboration & Teamwork
Shows a willingness to put the needs and goals of a global organization before personal/local/departmental needs. Works with others across organizational boundaries. Makes decisions, sets priorities, and allocates resources to help the organization as a whole achieve results.
 
Communications
Effectively expresses messages verbally and in writing. Actively listens to others. Fosters open exchange of issues. Is timely with information.
Courage & Decisiveness
Makes decisions and stands by them. Makes timely decisions even under pressure and when lacking complete information. Has the courage to modify decisions and admit why and how they were wrong.
Flexibility & Innovation
Flexible to changing circumstances. Takes innovative approaches towards work. Takes calculated risks and makes dependable decisions in the fact of uncertainty.
Influences for Results
Achieves results by persuading, convincing, or influencing others. Adapts approach to the individual or group and knows how and when to use complex influence strategies. Uses success stories and passion for the mission to generate enthusiasm and support.
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.
HOW TO APPLY:
To apply for this position, please submit a resume/CV and cover letter to Africa@tnc.org subject line:
OPS ADMINISTRATOR, ZAMBIA PROGRAM. Applications must be submitted by Friday, May 8th, 2015 to be considered.
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