The Operations Administrator will work as part of a team within a Business Unit coordinating tasks related to one or more functional activities, such as operations support, procurement, meetings management, special events, training, volunteer programs, etc.This Position is based in Arusha, Tanzania.
The Operations Administrator will work towards meeting the strategic priorities of the program by implementing tactics for approved plans, and completing day-to-day tasks and activities. S/he may be responsible for planning and execution of 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, training, and recognition of program volunteers, and may direct the activities of volunteers. In addition, the Operations Administrator may perform Information Systems, Human Resources, and Finance administrative tasks, including processing forms, preparing reports and forecasts, and monitoring and preparing budgets. S/he will respond to inquiries about program activities, create program materials, and draft correspondence. S/he is well versed in the systems and resources utilized by the team in order to execute assigned tasks. S/he will maintain, track and research data, produce and review reports, and perform program analysis. The Operations Administrator provides guidance in satisfying administrative requirements based on extensive knowledge of policies and procedures. S/he will provide support and targeted training related to the functional area of the team. S/he will implement processes and practices in order to improve effectiveness. The Operations Administrator will communicate with staff in various programs across the Conservancy; as well as with donors, volunteers, vendors, and business relations. S/he will effectively communicate or distribute information to assist staff in making decisions, solving problems, and improving workflow.
RESPONSIBILITIES AND SCOPE
- Act independently on assigned tasks and exercise independent judgment based on analysis and experience.
- Coordinate projects with several variables, work within a defined timeline and budget.
- Demonstrate sensitivity in handling confidential information.
- Duties may require non-routine analysis, research and follow-through.
- Ensure compliance with TNC policies and procedures, and external (donor/legal/IRS) requirements.
- Financial responsibility includes purchasing, processing invoices, contracting with vendors, and assisting with budget preparation.
- May act as a resource to others to solve problems and act in supervisor’s stead when instructed.
- May supervise administrative and/or volunteer staff, responsibility includes training and professional development.
- Provide input through project teams for the improvement of existing programs.
- Refer difficult questions and unusual problems to supervisor.
- Travel and work flexible hours as needed.
- Work environment involves only infrequent exposure to disagreeable elements and minor physical exertion and/or strain.
- Work is diversified and may not always fall under established practices and guidelines.
- Work within scope of program’s strategic goals.
MINIMUM QUALIFICATIONS
- Experience coordinating administrative processes.
- Experience generating reports and interpreting data.
- Experience in business writing, editing, and proofreading.
- Experience organizing time and managing diverse activities to meet deadlines.
- Experience working across teams and communicating with a wide range of people.
PREFERRED KNOWLEDGE SKILLS & EXPERIENCE
- Ability to analyze information for the purpose of coordinating and planning activities, and solving problems.
- Ability to use existing technology to achieve desired results.
- Excellent “customer service” skills and focus.
- Experience interpreting guidelines to achieve desired results.
- Knowledge of current trends in specific field.
- Strong organization skills, accuracy, and attention to detail.
The Nature Conservancy offers competitive compensation, 401k or savings-plan matching for eligible employees, excellent benefits, flexible work policies and a collaborative work environment. We also provide professional development opportunities and promote from within. As a result, you will find a culture that supports and inspires conservation achievement and personal development, both within the workplace and beyond.