The Wildlife Conservation Society - Indonesia Program (WCS-IP) is seeking
for a qualified candidate to fill the position of Operations Manager with
the following terms:
PROGRAM AND POSITION DESCRIPTION
Wildlife Conservation Society will work with the Government of Indonesia,
the private sector, NGOs, and community groups arrest, reduce or possibly
eliminate the threats to wildlife as well as address the major drivers
behind those threats. The main drivers of wildlife habitat loss and
population decline include forest conversion and logging, which are the
consequences of poor land use decisions that followed in the push toward
decentralization in Indonesia.
The overarching objective of the position of Operations Manager (OM) is to
provide support to the Country Director and Deputy Director for Program
Development to ensure that the management demands are adequately met and the
program operates with maximum efficiency. An important facet of the scope
of work will be the provision of training and capacity building of local
staff in WCS Indonesia Program operating procedures.
Additionally, the Operations Manager will help backstop the Landscape
Offices in preparing programs, scopes of work, mobilizing technical
assistance and in general administratively.
TASKS (RESPONSIBLITIES)
The Operations Manager will have four main tasks or areas of responsibility:
1. Management. This role supports WCS-IP management team in the
development and implementation of the strategic plans and policies, and to
provide leadership and direction to the whole program support team.
. Provides guidance, as requested by the Country Director, for
fundraising and donor management, business development and partnership
activities.
. Directly participate in the development of project proposals for
donors.
. Communicates as necessary with Headquarters in order to determine
current organization-wide policies and procedures which have an impact on
local operations and also to follow up on internal problems which may
require HQ assistance to address.
. Advises the Country Director and senior management team on how to
improve controls and be more cost-effective in implementation of projects.
. Develop new policies and procedures and update as necessary, to
maintain the highest standard of financial integrity.
2. Program Administration. The Operations Manager will oversee the
daily administrative operations of the Program, including human resources
matters that include assist the Country Director in setting personnel and
operational policy, recruitment, annual performance evaluation, procurement,
inventory management and reporting, and MIS utilization and training.
Importantly, the OM will work with the Country Director and administrative
staff to put in place operating policies and procedures that comply with
donors and WCS regulations. The OM will supervise the Administration
Officer and for the duration of the assignment, providing the guidance and
training necessary for the Administration Officer and the rest of
administrative staff to assume full responsibility of administrative and
finance operations by the close of the assignment.
. Oversee the administrative functions in the organization including
IT.
. Oversee safety and security management procedures.
. Oversee the procurement process for the whole organization.
. Ensure compliance with and accountability to procurement, fleet
and property policies throughout the organization.
. Ensure that program and program support staff are trained on
program support policies, regulations and procedures.
. Administer compensation, benefits and performance management
systems.
. Oversee the performance appraisal process that the compensation
philosophy implementation to ensure internal equity and transparency.
. Regularly review the employee handbook and develop new policies
and procedures to keep it updated and relevant.
. Represent organization at personnel-related hearings and
investigations.
. Authorize human resource instruments and payroll documents.
3. Financial Management. The Operations Manager will oversee the
Finance Manager and the daily financial operations and management of the
program, including the reporting of expenses and tracking expenditures. A
key initial task of the OM will be to work with the Country Director,
Finance Manager and accounting staff to put in place a robust financial
management system across all program offices. Additionally, the OM will
also assist the Country Director in the strategic programming of funds and
provide recommendations on the overall financial management of WCS-IP,
budgeting, and prepare finance report to donors.
. Support the budgets preparation during design phase of proposal
development by providing technical support to program staff to ensure
compliance with donor and organizations' financial requirements.
. Manage the internal budget of the organization (annual, quarterly,
revisions).
. Plan how resources are mobilized and allocated for maximum
effectiveness/efficiency.
. Ensure that budgets reflect appropriate and relevant costs
(including core cost) and adhere to human resource needs.
. Monitor the use of funds and report to management status, any
overspending, under spending and resource gaps on the program timeline.
(Monthly, Quarterly and Annual).
. Ensure respective Project Leads understand variance implications
and how to respond to and manage them effectively.
. Improve the coordination and efficiency of workflow processes
within finance and with other program support units.
. Supervise the organizations banking agreements and develop a plan
to minimize currency gains and loss. Approve bank reconciliations prior to
submission to WCS-NY.
. Review budgets for contracts and sub-awards to other organizations
to verify that costs are reasonable and sufficient for proposed activities,
and meet donor requirements for budget presentation.
. Oversee compliance with sub-agreement management policy and
provide technical support to program staff and partners in its application.
. Oversee monthly and year-end closure of accounts, reports and
reconciliations. Ensure monthly reporting deadline to WCS-NY are met.
. Oversee the audit process (external audit, internal audit, donor
audit). Ensure timely finalization of the reports, resolution to findings
and implementation of agreed recommendations.
. Authorize financial instruments, staff payroll, and financial
reports.
4. Program Management. The Operations Manager will be responsible for
weekly review of MIS, website and other WCS-IP social network account
content (Administrative) and notify Country Director and Deputy Director for
Program Development immediately when content is out of date or incorrect.
In addition to the four tasks outlined here, the Operations Manager may also
assist the technical teams in carrying specific activities as needed. Other
tasks may also be delegated from time to time as determined by the Country
Director.
POSTING & REPORTING RELATIONSHIPS
The Operations Manager will be based in the WCS-IP Office in Bogor, with
travel to the landscapes as needed. S/He will report directly to the
Country Director in Bogor.
QUALIFICATIONS
The successful candidate will demonstrate the following qualifications:
. Bachelor degree
. At least 5 years work experience in accounting/financial
management, administration, human resources.
. A knowledge of standard accounting software, in particular,
experience of SUN system accounting software is highly desirable.
. Working knowledge of employment and/or contract law highly
desirable.
. Experience of working in the non-profit or NGO sector highly
desirable.
. Experience of providing training in financial and
administrative management desirable.
. Excellent communications skills in Indonesian and English.
. Excellent management skills, demonstrating strong leadership
and initiative.
. Concern for wildlife conservation & environmental issues
essential
. An ability to work unsupervised and to tight deadlines.
Apply by email to the Admin & HR Manager - WCS Indonesia Program at
recruitment@wcsip.org. Your application should include a short covering
letter, an up-to-date CV, expected salary, and three professional
references.
Deadline: 22 October 2012.
No correspondence, only short-listed candidates will be notified.
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