Operations and Administration Manager

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Conservation International

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Arlington, VA, United States

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Operations and Administration Manager

Conservation International protects nature for the benefit of humanity. Through science, policy, fieldwork, and finance, we spotlight and secure the most important places in nature for the climate, biodiversity, and for people. With offices in 30 countries and projects in more than 100 countries, Conservation International partners with governments, companies, civil society, Indigenous peoples, and local communities to help people and nature thrive together.

POSITION SUMMARY - This position is based in Arlington, VA

The Operations and Administration Manager is responsible for financial management, human resources, business operations, and administrative functions of the CI-GEF/GCF Agencies to comply with CI’s policies and procedures.

They manage and support financial budgeting and reporting to provide management with timely and relevant financial information to make informed decisions. The Operations and Administration Manager supports the GEF/GCF Agencies’ human resource management, including recruiting, staffing, and performance assessments. They ensure operation functions are efficient and effective, and implement actions that improve efficiency, productivity, operational and administrative capacity, and alignment with the program’s business plans and CI’s overall conservation objectives. Furthermore, they perform general administrative tasks that support the day-to-day functioning of the GEF/GCF Agencies.

RESPONSIBILITIES

Financial Management:

  • Support the management of the GEF/GCF Agencies’ budget and ensure timely and accurate financial reporting. Work with program management and CI’s Finance team to identify and implement follow-up actions when necessary.
  • Manage timely and accurate recording of accounting transactions. Ensure compliance with CI policies and procedures and local reporting requirements.
  • Manage annual and ad-hoc budgeting and financial modeling.
  • Ensure the effective and efficient stewardship of CI’s assets and financial resources (including reviewing time sheets and expense reports for all division staff and preparing expense reports for the management team of both GEF and GCF divisions).
  • Provide inputs and gather documents as required for audit purposes.
  • Support the monthly reconciliation, as needed, for GEF/GCF Agency Bank accounts and support the GEF Agency Fee tracking and projections in Business World and SharePoint.
  • Monitor and report on the travel budget for both GEF/GCF and report information to the division's Management Team and CI’s Finance Division
  • Review and monitor information on the GEF Agency fee budget for consultancies and other financial support charged to agency fee codes.
  • Monitor and report on the GEF External Grants payment tracker and share information with CI’s Finance Division as well as projections for future fiscal years.
  • Manage other financial issues that arise, including risk management.

Human Resources:

  • Support the GEF/GCF Agencies by working closely with Global HR for guidance on people management issues including performance management, merit review, recruiting, staffing, and compliance with CI policy and local labor laws. Provide guidance to supervisors on personnel issues.
  • Support strategic planning efforts, including following CI’s fiscal year guidance and annual goal-setting processes.
  • Maintain the organization charts for the GEF/GCF divisions.

Business Operations:

  • Report on program performance and metric achievement.
  • Set and manage standards related to operational and financial management. Ensure operation roles, responsibilities, and workflows are clear and enhance internal team dynamics.
  • Support program and system rollouts with the creation of operational manuals or training materials
  • Ensure proper use and application of CI systems and processes.
  • Submit accurate information on rent codes to finance and save all submissions in SharePoint, including emails with codes.
  • Liaise with IT to ensure staff has access and use of CI’s technology assets.
  • Maintain and keep track of the division’s assets, including IT and office furniture.
  • Maintain the division workspace in the Arlington, VA office.
  • Assist in identifying and addressing issues of high risk.
  • Perform related duties as assigned.

Administrative Tasks:

  • Process all IT procurements and order office supplies.
  • Organize retreats, workshops and large-scale meetings for the two divisions. This can include securing venues, meeting space, IT resources, catering, etc.
  • Manage divisions’ calendars and email accounts.
  • Schedule all bi-weekly division meetings, monthly meetings, coordinate the drafting of agendas, and take notes as needed.
  • Provide support on tools such as Microsoft Office applications, Forms, etc. to CI GEF/GCF Agencies.
  • Provide support on the GEF Portal as needed.
  • Provide support with reminders from Finance to the CI-GEF/GCF Agencies.

People and Resource Management Responsibilities:

  • This position does not have direct supervisory authority but assists peers.
  • Serves as a subject matter expert on program operations.
  • Supports the management of the program and operation budget.
  • Accountable for managing public or private funds important to achieving CI objectives.

WORKING CONDITIONS

  • Typical office environment.
  • Occasional travel of less than 10% may be required.
  • Ability to work extended hours to meet deadlines.
  • Guidance on flexible work arrangements will be shared during the interview process.

QUALIFICATIONS

Required

  • Bachelor's/Associate's degree or up to four years of college-level work in Finance, Business Administration, or related field.
  • 4 to 6 years of related work experience (e.g. administration, accounting, finance, human resources, grants management), 2-3 years of nonprofit experience.
  • Strong analytical skills.
  • Strong communication and presentation skills including the ability to effectively convey complex details or technical information.
  • Highly familiar with etiquette, protocol, and employing cultural awareness and sensitivity.
  • Proven team player.
  • Highly organized and able to manage multiple priorities simultaneously in a dynamic environment.

Preferred

  • Experience in management of operations for an international NGO.

To apply for this position please submit a resume and cover letter.

See all Conservation International Career Opportunities HERE

Conservation International is an equal opportunity, affirmative action, and Diversity, Equity, Inclusion, and Accessibility-committed employer. We are proud to have a diverse, global workforce where employment decisions are based on qualifications, experience, position requirements, business needs, market conditions, merit, and other legitimate nondiscriminatory factors.

As a science-based organization, CI follows CDC recommendations for COVID-19 and other vaccines. Accordingly, for the health and safety of our employees, their families, and our community, subject to applicable local law, all Conservation International staff are expected to be vaccinated against COVID-19. However, vaccination is no longer a mandate or condition of employment and employees are not required to provide proof of vaccination. This means we will not require an individual to be vaccinated to enter a CI office, attend CI events or travel on CI-related trips. This applies for our community partners as well. This vaccine expectation applies to all team members working remotely, in a hybrid work arrangement, and on-site. Job applicants are NOT required to state their COVID-19 vaccine status in their application.