Cape Town, South Africa
WHO WE ARE
Founded in 1951, the Nature Conservancy is a global conservation organization dedicated to conserving the lands and waters on which all life depends. Guided by science, we create innovative, on-the-ground solutions to our world’s toughest challenges so that nature and people can thrive together. We are tackling climate change, conserving lands, waters and oceans at unprecedented scale, providing food and water sustainably and helping make cities more sustainable. One of our core values is our commitment to diversity. Therefore, we strive for a globally diverse and culturally competent workforce. Working in 72 countries, including all 50 United States, we use a collaborative approach that engages local communities, governments, the private sector, and other partners. To learn more, visit www.nature.org or follow @nature_press on Twitter.
Since establishing the Africa Program in 2007, The Nature Conservancy’s vision in Africa is to work towards fostering a sustainable future for people and nature, partnering with indigenous communities across 55 million acres on the continent. Our efforts are firmly rooted in people, leveraging scientific and technical expertise as we collaborate with governments and organizations to conserve and enhance Africa’s shared resources in the 9 countries we operate.
TNC’s work in Africa transcends three key pillars: securing ownership rights to lands and resources for indigenous people, strengthening leadership and resource management and helping communities value nature through a holistic appreciation of its benefits while increasing revenue streams for conservation efforts and socio-economic development. Together with our partners, we are witnessing critical milestones in integrated land and fisheries management, ocean and source water protection, energy development and sustainable food production, working together and strengthening our resolve in tackling global challenges such as climate change, habitat and biodiversity loss that stands to adversely impact the nearly 1.4 billion people that share Africa
The Greater Cape Town Water Fund (GCTWF) – currently a TNC led initiative – is a leader in developing and implementing strategies to restore catchments, aquatic habitats and systems, address the impacts invasive species and climate change, and build local specialized capacity to work in remote mountainous areas. The GCTWF reached the Creation phase – see water fund life cycle – whereby the GCTWF is to be established as an independent legal entity. The Water Fund activities are designed to avoid water losses as a result of catchment degradation caused by invasive plants, wetland and riparian degradation and unsustainable land management practices.
YOUR POSITION WITH TNC
The Operations Administrator, GCTWF, will work as part of a team providing a broad range of support activities. They will support several specific functional activities, such as finance, human resources, procurement, office and facilities management, information systems, meetings and special events, training logistics, volunteer programs, travel and vehicle management, asset management, etc. Reporting to the Greater Cape Town Water Fund Director, the Operations Administrator will be based at the TNC Office in Cape Town. No employment visas or assistance is being offered with this position except for the local labour employment requirements.
The Operations Administrator will be responsible for performing multiple administrative functions for the GCTWF and other assigned projects. The role will perform Information Systems, Human Resources, and Finance administrative tasks, including processing forms, preparing reports, monitoring budgets and report on key data related to the scope and priorities of the functional activity. They will use available systems and resources to maintain, track, and research data, and to produce and review reports. The Operations Administrator may handle inquiries about business unit activities and assist in the development of program materials and correspondence. They may take on additional duties to enhance the work of the team, including, but not limited to, developing documentation, providing recommendations and targeted training related to the functional area of the team, and/or enhancing the systems and tools used by the team. They will work cooperatively with Conservancy staff, providing information necessary to make decisions and solve problems. They will communicate with staff in various programs across the Conservancy, as well as with donors, volunteers, vendors, and business relations. They will keep up to date on market trends and best practices in order to improve services.
RESPONSIBILITIES AND SCOPE
- Arrange meetings, take minutes, distribute meeting material, liaise with different stakeholders.
- Implement and manage administrative support systems that will ensure GCTWF goals and strategies are achieved.
- Manage functional activity towards GCTWF strategic goals.
- Provide programmatic and operational support independently to identifyfy and solve problems within scope of work
- Ensure compliance with Conservancy policies and procedures, and external (donor/legal/Statutory) requirements; Decisions may bind the organization financially or legally.
- Financial responsibility includes purchasing, processing invoices and transfers, negotiating and contracting with vendors, assisting with budget preparation, and tracking, participate in annual audit processes and petty cash management.
- responsible for developing and tracking contract schedules
- Supervise volunteers, interns, or temporary staff, including trainings and new hire orientation and demonstrate sensitivity in handling confidential information
- Manage administrative projects with several variables – set realistic deadlines, manage a timeline, and ensure accountability.
- Support the Operations Manager in managing office re-opening logistics for cape town office.
- Responsible for office management and troubleshooting including office hygiene, sanitation, fumigation, and maintenance
- Support additional administrative functions and grant proposals.
- Responsible for coordinating logistics for events, meetings and trainings with partners and government stakeholders, and handling travel expense claims from meeting participants (TNC & non-Employees), venue and audio-visual equipment
- General administrative functions including purchasing, central filing, mailroom operations, facility management, telecommunications, and/or reception
- Responsible for program Inventory management to ensure office assets are tagged and well maintained.
- Ensure compliance with all statutory obligations; -renewal of business permits, registrations, payment of signage fees, and compliance with NGO requirements and other local laws.
- Coordinate transport logistics; Fleet/vehicle management; booking travel and accommodation for TNC and non-TNC travelers (both local and international).
- Be willing to travel, work flexible hours, overtime, and work evenings and weekends as needed.
- Work environment involves only infrequent exposure to disagreeable elements and minor physical exertion and/or strain
- Bachelor’s degree and 3 years related experience or equivalent combination.
- Experience coordinating projects.
- Experience generating reports.
- Experience in taking minutes, drafting agendas and providing meeting support
- Experience managing multiple administrative processes.
- Experience with database and systems management.
- Experience working across departments and functions.
- Experience with organizing events and handling logistical support for events, including booking of accommodation, flight reservations and booking of venues and audio-visual equipment
- Experience with developing and maintaining administrative systems and processes
- Fluent English (both written and spoken).
- Ability to analyze information for the purpose of preparing reports, coordinating activities, and solving problems.
- Certificate and/or experience in Procurement and Supplies will be an added advantage
- Strong understanding and commitment to integrity.
- Ability to use existing technology to achieve desired results.
- Ability to write and edit written materials for use with program communications and special events.
- Excellent customer service skills and focus.
- Experience interpreting guidelines to achieve desired results.
- Strong organization skills, accuracy, attention to detail and ability to manage multiple tasks; and/or
- Ability to implement complex administrative processes.
- Demonstrated experience handling confidential information.
- Demonstrated experience using diplomacy and tact to build strong relationships and motivate staff.
- Experience developing and administering departmental budget or equivalent.
- Experience interpreting operational support and administrative guidelines to achieve desired results.
- Experience supervising staff, interns and/or volunteers.
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 diverse backgrounds, beliefs and culture. Recruiting and mentoring staff to create an inclusive organization that reflects our global character is a priority and we encourage applicants from all cultures, races, colors, religions, sexes, national or regional origins, ages, disability status, sexual orientation, gender identity, military, protected veteran status or other status protected by law.
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TNC is committed to offering accommodations for qualified individuals with disabilities and disabled veterans in our job application process. If you need assistance or an accommodation due to a disability, please send a note to [email protected] with Request for Accommodation in the subject line.
Where legally permissible, TNC requires all new employees to be fully vaccinated and willing to keep up to date with vaccines that protect against COVID-19. By accepting an offer of employment, you agree to comply with this requirement, unless you are entitled to a legally mandated exemption.