Position Title: Operations Manager,
Conservation International, Timor Leste Program
The Operations Manager will be responsible for managing the Finance, Administrative, Logistical, Grants Management, IT, and Human Resources functions for the program. The incumbent will guide the program to develop and implement sustainable management strategies, set standards related to operational management, and ensure that human and financial resources are aligned and maximized for the greatest conservation impact. The position will report to the Country Director, Timor-Leste but also collaborates with the Asia Pacific Field Division Operations Director, and CI-HQ. Timor-Leste Country program is one of 12 country programs in the Asia-Pacific Field Division.
The main duties of this position are two-fold, firstly as a strategic manager who will implement practices and guidelines in the area of Finances, Human Resources, Operations, and Administration to ensure attainment of program business plans for growth and sustainability, and ensuring all are in compliance with both local laws and organizational policies; and secondly working in a hands-on capacity to ensure all financial and administrative tasks are completed within designated deadlines, and to identify gaps in process and propose proven ways to address those gaps.
The position reports to the Country Director, and has two direct reports – office administrator and driver.
Financial Accounting and Budgetary Control
- Ensure the month-end process is completed within Corporate deadlines
- Monthly, Quarterly and Annual account reconciliation, reporting and maintenance of registers and schedules
- Responsible for preparation of Domestic Tax and other Statutory obligations.
- Development and management of proposal budgets for Incoming Grants and CI-TL annual budget.
- Responsible for monitoring and compliance with financial reporting requirements of Donors
- Participate actively in external grant making processes, including review and evaluation of proposals, risk assessment of applicants, drafting of agreements, development of appropriate monitoring program, review of financial reporting, close outs, and associated documentation and record keeping.
- Ensure contracts are awarded and managed in conformity with CI’s procurement and contracting policies and procedures.
- Ensure timely closeouts of donor and external grants in line with CI Policies and Procedures.
- Liaison with HQ in relation to compliance information, local standards and conflicting issues
- Monitor monthly budgets, ensuring that program year-round expenditures are utilized based on the approved budget. Ensure that all disbursements are within the ceiling, and that major deviations, if any, are justified and approved both by CI and donor organizations
- Manages internal control systems and procedures. Based on CI Operational Policies and Procedures and local and national regulations, leads the development and implementation of internal control mechanisms within the program in order to safeguard all assets (i.e., cash, supplies, and real properties) from loss or from any unauthorized use.
- Supervises the annual audit of the financial records and ensures that all audit findings and observations are corrected and addressed.
- Provides financial analysis and interpretation to management.
Cash Flow Management
- Monitor, control & manage cash flow to ensure adequate funds available to meeting monthly business requirements
- Responsible for all disbursements including Accounts Payable, Payroll & External Grants
- Management of domestic and international banking arrangements, funds transfers & administration
- Maintenance, calculation, analysis & staff benefit / entitlement reporting
Human Resources function:
- Ensures compliance with local labor laws and CI global policies.
- Ensures documentation of HR processes, including recruitment and selection and maintenance of all CI staff’s official permanent records in compliance with legal requirements of the Timor-Leste labor laws and CI policy.
- Ensures that the Performance Management cycle is understood and implemented by all CI-TL employees, including responsibility for undertaking performance management with direct reports.
- Assesses staff training needs and recommend/design/implement training programs for staff development and capacity building.
- Provides advice to senior management on issues related to employee relations, benefits, training and development and performance.
Operations and Logistics
- Responsible for all disbursements of equipment and assets for expeditions and field activities
- Monitor, control & manage the safe storage and maintenance of field and expedition equipment
- Develop and maintain relationships with key logistical suppliers within Timor-Leste to ensure safe and timely implementation of expeditions and field activities.
Ensures effective and efficient Program Operational capacity
- Hands-on administrative tasks to ensure the efficient and effective running of the TL office including maintaining all appropriate records of correspondence, contracts, accounts, etc.
- Implement procedures that ensure a smooth-running office.
- Oversees IT component ensuring function operates per CI policy and procedure and that program operations are optimally supported.
- Maintains efficient use of program resources making sure that administrative services are provided in a timely and cost-effective way.
Required Skills and Qualifications
- Academic qualifications in Finance and/or Business Administration
- 5+ years experience in management of operations (administration, finance, human resources, grants resources, logistics, and donor management) functions.
- 5+ years experience in a field office working with a team from diverse backgrounds and with diverse skill sets
- Experience with diverse funding environment including US and European governments, multi-laterals, and large foundations
- High level experience with financial and business practices
- Sound experience with HR function and practices
- Excellent English written and verbal communication skills
- Proficient in management of technology including use of Microsoft office; accounting platforms and other financial software (Agresso preferred).
- Capacity to analyze trends and tendencies and to translate this information in the review and development of the Regional Program’s strategic directions
- Capacity to plan, prioritize and implement with a strategic approach
- Experience working for an international not-for-profit organization an advantage.
- Some language skills in Tetun, Portugese or Bahasa Indonesian an advantage.
- Prior experience in Timor-Leste an advantage.
- Analytical: Utilizes effective problem solving and decision making models
- Experienced and able to travel to field sites if needed
Supervisory Responsibilities / Authority Allocated
This position has the authority to make financial, administrative and human resource decisions within the guidelines and agreements of the approved budgets and plans for the program with prior consultation with the Country Director.
This position will be required to supervise junior staff operating in administrative support roles for the country office.
This position will travel nationally and occasionally may be required to travel internationally.
Please submit your application and CV to: http://ch.tbe.taleo.net/CH08/ats/careers/requisition.jsp?org=CONSERVATION&cws=1&rid=561
The closing date for this job advertisement is the 27th September, but please refers your CV and Cover letter to the CI website in case we extend it.