The Nature Conservancy (TNC) seeks a dynamic individual to join its Jamaica Program, a small field office within 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 Jamaica.
The Operations Administrator is responsible for performing multiple administrative and operations functions activities in support of the TNC’s conservations efforts in Jamaica, supporting a staff of less than five. S/he is responsible for financial administrative tasks, including processing bill payments, various forms, preparing reports, monitoring administrative spending, serving as liaison with local business compliance organizations, auditing and payroll service providers, and working closely via videoconference and email with other finance and operations staff located in the Dominican Republic and the United States. S/he will serve as liaison to those staff as well as the Human Resources and Technology and Information Systems departments of TNC and must be comfortable with technology and working in a dynamic virtual environment. S/he is responsible for scheduling and coordinating logistics for special events and/or meetings, purchasing, central filing, collecting mail, facilities management, telecommunications, and/or reception. S/he may assist with the recruitment and onboarding of staff or volunteers. S/he uses available systems (primarily, Microsoft Excel) and resources to maintain, track and research data, and produce and review reports, including maintaining tracking of contracts, payments and other similar items.
The Operations Administrator applies established TNC policies and procedures and documents office procedures for reference by staff. S/he will coordinate activities with multiple variables, setting realistic deadlines and managing the timeline. S/he may handle inquiries about TNC activities in Jamaica and assist in the development of program materials and correspondence. S/he will work cooperatively with TNC staff, providing information necessary to make decisions and solve problems. The Operations Administrator may communicate on behalf TNC 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.
CORE DUTIES – Finance:
- Process, manage and maintain Jamaica vendor payments within established guidelines.
- Serve as liaison to business compliance authorities, local payroll and audit firm.
- Assist with cash receipts within established guidelines.
- Manage petty cash.
- Keep contracts database up-to-date with current payment information.
- Assist Jamaica 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 Jamaica 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.
CORE DUTIES – Operations:
- Assist Jamaica Director with staff communications, staff meetings, and training preparation.
- Assist with mailings and correspondence as needed.
- Serve as Key User for Technology and Information Systems department.
- Work closely with Caribbean Director of Operations and TNC’s Legal Department on matters related to TNC’s registration to do business in Jamaica 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, maintain inventory listing.
- Maintain insurance files for the Jamaica Program and serve as liaison to TNC’s Global Benefits department.
RESPONSIBILITIES AND 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 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.
- Excellent written and verbal communication skills in English.
- 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.
- Significant experience using online tools, including multiple platforms and applications, for conducting administrative and operations functions.
DESIRED QUALIFICATIONS
- 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.
- Working knowledge of a second language (Spanish/French) is a plus.
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.