Vacancy: Operations Administrator, Eastern Caribbean

POSITION TITLE: Operations Administrator, Eastern Caribbean
JOB FAMILY: Operations
JOB NUMBER: 570014
SALARY GRADE: 4
STATUS: Salaried; Full-Time
DATE: April 2021
LOCATION: St George’s, Grenada

A little about us

Since 1951, The Nature Conservancy has been doing work you can believe in, protecting the lands and waters on which all life depends. As a science-based organisation, we create innovative on-the-ground solutions to our world’s toughest challenges so that we can create a world in which people and nature thrive.

We’re rooted in our Mission and guided by our Values, which includes a Commitment to Diversity and Respect for People, Communities, and Cultures. We know we’ll only achieve our Mission by hiring and engaging a diverse workforce that reflects the communities in which we work. Whether it’s career development, work/life balance, or a rewarding mission, there’s a lot of reasons to love life #insideTNC. Our goal is to cultivate an inclusive work environment so that all of our colleagues around the globe feel a sense of belonging, and that their unique contributions to our mission are valued.

YOUR POSITION WITH TNC

The Nature Conservancy (TNC) seeks a dynamic individual to join its Eastern Caribbean Programme, which is part of its Caribbean Division. The Operations Administrator is responsible for a variety of administrative and operations activities in support of the TNC’s conservations efforts in the 7 Eastern Caribbean countries of Antigua and Barbuda, St Kitts and Nevis, Dominica, Saint Lucia, Barbados, St Vincent and the Grenadines, and Grenada.

ESSENTIAL FUNCTIONS

The Operations Administrator is responsible for performing multiple administrative and operations functions activities in support of the TNC’s conservations efforts in the Eastern Caribbean, supporting a staff of on average 6 persons as well as other visiting staff as needed. They are responsible for financial administrative tasks, including processing bill payments, various forms, preparing reports, monitoring administrative spending, serving as liaison with local business compliance organisations, and working closely via videoconference and email with other finance and operations staff located in the Caribbean region and the United States.

They serve as liaison between staff and the Human Resources and Technology and Information Systems Departments of TNC and must be comfortable with technology and working in a dynamic virtual environment. They are responsible for scheduling and coordinating logistics for special events and/or meetings, purchasing, central filing, collecting mail, facilities management, telecommunications, and receiving office visitors. They may assist with the recruitment and onboarding of staff or volunteers. They use available systems (primarily, Microsoft Excel) and resources to maintain, track and research data, and produce and review reports, including maintaining tracking of contracts, payments to vendors and other similar items.

The Operations Administrator applies established TNC policies and procedures and documents office procedures for reference by staff. They coordinate activities with multiple variables, setting realistic deadlines and managing the timeline. They may handle inquiries about TNC activities in the Eastern Caribbean and assist in the development of programme materials and correspondence. They work cooperatively with TNC staff, providing information necessary to make decisions and solve problems. The Operations Administrator may communicate on behalf of TNC with internal and external audiences and stakeholders, including staff, donors, vendors, and business partners to coordinate arrangements, convey information, and ensure successful execution of the Programme.

CORE DUTIES – Finance:

• Process, manage and maintain vendor payments within established guidelines.
• Serve as liaison to business compliance authorities.
• Manage local bank account and serve as contact for minor issues.
• Assist with cash receipts within established guidelines.
• Manage petty cash.
• Keep contracts database up-to-date with current payment information.
• Assist the Eastern Caribbean Programme Director with the budget process as it relates to operations-related items.
• Prepare monthly savings plan, and other reports.
• Act as a resource to staff in the Eastern Caribbean by providing guidance related to vendor payments and employee expense reporting.

CORE DUTIES – Human Resources:

• Assist with recruitment – job posting, interview scheduling.
• Assist in onboarding process for new employees.
• Serve as primary time report coordinator for online timesheet system.
• Assist local staff with other local compliance needs.

CORE DUTIES – Operations:

• Assist the Eastern Caribbean Programme Director with staff communications, staff meetings, and training preparation.
• Support project managers and other TNC staff with scheduling as well as coordination of logistics and catering for special events and/or meetings that take place in the Eastern Caribbean.
• Assist with mailings and correspondence as needed.
• Receive and attend to visitors to the office.
• Serve as Key User for the Information Technology Department.
• Work closely with Caribbean Director of Operations and TNC’s Legal Department on matters related to TNC’s registration to do business in Grenada and corporate filings.
• Act as main contact for office related issues as it relates to facilities management.
• Manage procurement of all office equipment and supplies, oversee office equipment maintenance, and maintain inventory listing.
• Maintain insurance files for the office and serve as liaison to TNC’s Global Benefits department.
• Support filing and record retention.

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 includes purchasing, processing invoices, contracting with vendors, and assisting with budget tracking.
• Identify routine problems and utilise existing resources for resolution, refers difficult questions and problems to supervisor.
• Make day-to-day decisions within the scope of work assignments and prioritise 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.
• Experience in business writing, editing, and proofreading.
• Experience organising 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.
• Significant experience using online tools, including multiple platforms and applications, for conducting administrative and operations functions.

DESIRED QUALIFICATIONS

• Multilingual skills and multi-cultural or cross-cultural experiences are appreciated.
• Excellent written and verbal communication skills in English.
• Ability to analyse 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 programme 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 organisational skills and attention to detail.

ORGANISATIONAL COMPETENCIES

Builds Relationships

• Builds productive relationships by interacting with others in ways that enhance mutual trust and commitment.

Collaboration & Teamwork

• Works collaboratively with stakeholders across levels, geographies, backgrounds, and cultures to improve decisions, strengthen commitment, and be more effective.

Communicates Authentically

• Communicates proactively and in a timely manner to share information, persuade, and influence with the appropriate level of detail, tone, and opportunities for feedback.

Develops Others

• Takes ownership to help develop others’ skills, behaviours, and mindsets to help them maximise their workplace contributions.

Leverages Difference

• Demonstrates commitment to harnessing the power of differences strategically; consistently sees, learns from, and takes strategic action related to difference; and demonstrates the self-awareness and behaviours to work across differences of identity and power respectfully and effectively with all stakeholder. Actively seeks to build and retain a diverse workforce and fosters an equitable inclusive workplace by drawing upon diverse perspectives.

Systems Leadership

• Thinks and acts from a broad perspective with a long-term view and an understanding of 1) the dynamic nature of large-scale challenges and 2) the need for integrating 5 key practices: skillfully engaging appropriate people; providing a clear process for change; taking a holistic view of situations; focusing on a small number of strategic actions, while learning from and adapting them over time; and being aware of how one’s own thinking or patterns of behaviour may be limiting change.

This description is not designed to be a complete list of all duties and responsibilities required for this job.

To apply, visit www.nature.org, selecting Job ID 49670. Submit resume (required) and cover letter as a single document using the upload buttons. All applications must be submitted in the system prior to 11:59 pm Eastern on 9 May 2021.

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The Nature Conservancy is an Equal Opportunity Employer. Our commitment to diversity includes the recognition that our conservation mission is best advanced by the leadership and contributions of people of all genders with diverse backgrounds, beliefs and cultures. Recruiting and mentoring staff to create an inclusive organisation that reflects our global character is a priority and we encourage applicants from all cultures, races, colours, religions, sexes, national or regional origins, ages, disability status, sexual orientations, gender identities, military or veteran status or other status protected by law.