Administrative Specialist, Singapore

Singapore

The mission of The Nature Conservancy (TNC) is to conserve the lands and waters upon which all life depends. As a science-based organization, we develop innovative, on-the-ground solutions to the world’s toughest environmental challenges so that people and nature can thrive. Our work is guided by our values, which include a commitment to diversity and respect for people, communities, and cultures. From a rewarding mission to career development and flexible schedules, there are many reasons to love life #insideTNC. Want to know more? Check out our TNC Talent playlist on YouTube to hear stories from staff or visit Glassdoor.

One of TNC’s primary goals is to cultivate an inclusive work environment so that employees around the globe have a sense of belonging and feel that their unique contributions are valued. We know we’ll only achieve our mission by hiring and engaging a diverse staff that reflects the communities in which we work. Recognizing that people bring talent and skills that have been developed outside the scope of a job, we take a holistic approach to recruitment that considers life experience in addition to the professional requirements listed in our postings. Please apply – we’d love to hear from you. To quote a popular saying at TNC, “you’ll join for the mission, and you’ll stay for the people.”

The Administrative Specialist will be responsible for a variety of administrative support tasks, which include domestic and international travel arrangements, calendar management, answering phones, drafting correspondence, processing expenses, and scheduling and coordinate logistics of meetings and special events. They will use available systems and resources to maintain, track and research data, and produce and review reports for supervisor. They will provide guidance in satisfying administrative requirements based on extensive knowledge of policies and procedures. They will implement processes and practices to improve effectiveness. The Administrative Specialist will coordinate activities with multiple variables, setting realistic deadlines and managing the timeline. They will effectively communicate or distribute information to assist staff in making decisions, solving problems, and improving workflow. They will perform administrative functions for program, as required.

Specifically, the Administrative Specialist will provide the following:

Operations Support
Office Management

• Organize office operations and procedures
• Point person for maintenance, mailing, shipping, supplies, equipment, bills, and errands
• Coordinate with TIS on all office equipment
• Provide general support to visitors
• Coordinate office staff activities to ensure maximum efficiency

Events Management

• Plan and organize events as required, including researching, and hiring vendors, booking venues, planning transportation, inviting participants, creating signages, etc.
• Negotiate contracts with venue personnel, caterers, hospitality staff, A/V providers, and other vendors to acquire necessary services and activities for events while meeting budgetary objectives.

Contract Management

• Collaborate with internal procurement/finance, legal and human resources teams to ensure contracts' compliance.

Travel Management

• Book flights, arrange ground transportation, make hotel or other lodging reservations and process visa applications for staff, as needed

Secretarial Support

• Maintain calendars, including scheduling meetings, appointments, travel arrangements for the Deputy Managing Director, Operations and Strategy, Asia Pacific, Interim Country Director, Singapore and Senior Lead Scientist & Director of Conservation, Asia Pacific.
• Review/Approve timesheets and expenses for the direct reports of the Deputy Managing Director, Operations and Strategy, Asia Pacific

HR Support

• In close coordination with the HR Manager, Asia Pacific, and external vendors, administer benefits for the Singapore-based employees.
• Provide Deltek time reporting training to new hires

RESPONSIBILITIES & SCOPE

• Act independently on assigned tasks and exercise independent judgment based on analysis and experience; work is diversified and may not always fall under established practices and guidelines.
• Work within scope of program’s strategic goals.
• Coordinate projects with several variables, work within a defined timeline and budget.
• Demonstrate sensitivity in handling confidential information.
• Perform non-routine analysis, research, and follow-through.
• Ensure compliance with Conservancy policies and procedures, and external (donor/legal/IRS) requirements.
• Make purchases, process invoices, contract with vendors, and assist with budget preparation.
• May act as a resource to others to solve problems and act in supervisor’s stead when instructed.
• Provide input through project teams for the improvement of existing programs.
• Refer difficult questions and unusual problems to supervisor.
• Work environment involves only infrequent exposure to disagreeable elements and minor physical exertion and/or strain.

• Bachelor’s degree and 2 years’ experience or equivalent combination.
• Experience generating reports and interpreting data.
• Experience in business writing, editing, and proofreading.
• Experience organizing time and managing diverse activities to meet deadlines; and
• Experience working across teams and communicating with a wide range of people

DESIRED QUALIFICATIONS

• Multi-lingual skills and multi-cultural or cross-cultural experiences are appreciated.
• Ability to analyze information for the purpose of coordinating and planning activities and solving problems.
• Ability to use existing technology to achieve desired results.
• Experience interpreting guidelines to achieve desired results.
• Experience working with a board of directors, donors, volunteers, the public, and/or all levels of staff; and/or
• Strong organization skills, accuracy, and attention to detail

Since 1951, TNC has been doing work you can believe in. Through grassroots action, we have grown from a small non-profit into one of the most effective and wide-reaching environmental organizations in the world. Thanks to more than 1 million members, over 400 scientists, and the dedicated efforts of our diverse staff and partners, we impact conservation around the world!

TNC offers competitive and comprehensive benefits packages tailored to the individual countries where we work. These may include health care benefits, retirement benefits, parental leave, paid time off, life insurance, and disability coverage as well as an employee assistance program and other life and well-being benefits. Learn more about our benefits on our Culture Tab on nature.org/careers.

We’re proud to offer a flexible work environment that supports the health and well-being of the people we employ.

To apply for job ID 52903, submit your materials online by using the Apply Now button at https://careers.nature.org/ by 11:59 PM EST on February 12th, 2023. Need help applying? Visit our recruitment page or contact applyhelp@tnc.org.

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.

Do you have military experience? Visit our U.S. Military Skills Translator to match your military experience with our current job openings!

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 applyhelp@tnc.org 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.

An attractive salary and benefits package is part of TNC’s value proposition to our employees. TNC strives to provide competitive pay and bases salaries on the geographic location of the role committing to being equitable across groups and providing hiring salary ranges when possible.

Since we support flexible and remote work for our employees, many positions have a flexible location within countries where we’re registered as a Non-government Organization and established as an employer. This may mean we’re unable to provide a hiring salary range in the posting for some of our positions. However, candidates invited to be part of our interview process will be provided their location specific range upon request.