The Nature Conservancy (TNC) seeks a dynamic individual to join its Bahamas Program, a small field office within its Caribbean Program. The Operations Administrator is responsible for a variety of administrative and operations activities in support of the TNC’s conservations efforts in The Bahamas.
The Operations Administrator is responsible for performing multiple administrative and operations functions activities in support of the TNC’s conservations efforts in The Bahamas, supporting a staff of five as well as other regional staff based in the Nassau office. 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, and working closely via videoconference and email with other finance and operations staff located in in the Caribbean region 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 receiving office visitors. 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 The Bahamas 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 of TNC with internal and external sources, including staff, donors, vendors, and business relations to coordinate arrangements, convey information, and ensure successful execution of program.
Finance:
- Process, manage and maintain vendor payments within established guidelines.
- Serve as liaison to business compliance authorities.
- Prepare and process monthly payroll.
- Assist with cash receipts within established guidelines.
- Manage petty cash.
- Keep contracts database up-to-date with current payment information.
- Assist Bahamas 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 Bahamas by providing guidance related to vendor payments and employee expense reporting.
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.
Operations:
- Assist Bahamas Director with staff communications, staff meetings, and training preparation.
- Support project managers and other TNC staff with scheduling as well as coordination logistics and catering for special events and/or meetings that take place in The Bahamas.
- Assist with mailings and correspondence as needed.
- Receive and attend to visitors to the office.
- Serve as Key User for 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 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 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 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
- Experience in business writing, editing, and proofreading;
- Experience organizing time and managing diverse activities to meet deadlines;
- Experience performing one or more administrative processes; and
- 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
- Multi-lingual skills and multi-cultural or cross-cultural experiences are appreciated;
- Excellent written and verbal communication skills in English.
- 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; and/or
- Strong organizational skills 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.