Administrator, Operations, Africa

il y a 2 semaines

Bruxelles, Région de Bruxelles, Belgique WWF-België Temps plein
Posted on 20 November 2023_

LOCATION:
Flexible


Want to make a positive difference to the future of people and our one shared home, the Earth? Working at WWF could be your opportunity of a lifetime.

All around the world, people are waking up to the deepening crisis of nature loss. A growing realisation that nature is our life-support system. And that nobody will be spared from the impacts of its loss. Here at WWF, we are helping to tackle this enormous global challenge.

What we do

We are an independent conservation organisation, striving to sustain the natural world for the benefit of people and wildlife.

From individuals and communities to business and government, we are part of a growing coalition calling on world leaders to set nature on the path to recovery by 2030.

Together, we seek to protect and restore natural habitats, stop the mass extinction of wildlife, and make the way we produce and consume sustainable.

This is a 3 moths opportunity.

To ensure excellence in effective and efficient functioning of Secretariat. Provide the

required operational functions, platforms and frameworks needed for WWF International

to carry out its functions effectively in all locations.

The role will administratively support the Chief Operating Officer - Africa and Director,

Finance Country Offices Management. The role will also perform a range of facilities

management functions related to efficient office operations and maintenance services

cross-cutting across all business functions to ensure the smooth running of the Nairobi

Hub.

Provide executive support to the Chief Operating Officer - Africa and direct reports

  • Prepare first draft of documents, letters and reports edit and review documents drafted by others for dissemination by the COO;
  • Managing and maintaining the COO's diary and flagging on urgent correspondence;
  • Plan and coordinate logistics for COO's participation to internal and external events. Assisting the COO to plan trips and ensure effective logistics items (flights, visas, travel advance, travel request, itinerary table and contacts, invitation letter, hotel confirmation, related travel documents) are up to date;
  • Following up on invitations from partners and in consultation with the COO's, ensuring WWF's representation;
  • Maintaining and management of leave schedule for the COO and direct reports;
  • Monitor COO's expenses and action as necessary;
  • Performs other duties as assigned by the COO.
Provide executive support to the Director, Finance Country Offices Management

  • Organize and coordinate the financial performance review meetings of PO/CO on
a quarterly basis and ensure effective documentation of the key action points;

  • Organize and coordinate follow up meetings on support to PO/COs required to
implement agreed actions with respective teams;

  • Organize and prioritize agenda, meetings and appointments and endeavor to
streamline the supervisor's workload;

  • Make travel arrangements for the Director and team ensuring cost effectiveness
& logistic efficiency, including entering them into the CO2 tracker;

  • Provide support for meetings and conferences, including logistics and
coordinating and preparing all relevant documents related to travel, meetings or

  • Coordinates organization and agenda of Country offices finance team's regular
management team meetings, including developing action points, monitoring and

logistics;

  • Track budget and expenditure for Country offices Finance cost centers (collecting
invoices include Poeta, signatures, assisting to budget meetings);

  • Oversees budget and manages supervisor's expenses (Oracle) and makes sure
expenses of supervisor's direct reports are approved;

  • Performs other duties as assigned by the Director, Finance Country Offices
Management.

Facility Management

  • Ensure Nairobi Hub Office is well managed and maintained;
  • Ensure all utility payments are made on time;
  • Acts as the main point of contact for Nairobi hub staff on administrative
matters and points related to effective office functioning;

  • Coordination of office security, health and safety procedures and ensuring
compliance with the relevant authorities;

  • Liaising with landlord and third party suppliers including insurance companies,
cleaners, and security on delivery services;

  • Supporting events in the Nairobi hub office e.g. organizing hotels, transport
and catering services, office functions etc;

  • Stock management, including maintaining inventory and buying and ordering
office supplies;

  • Acting as main contact for deliveries to the office and organizing the
mailing/shipping of documents as required.

Required Qualifications.

  • A University Degree in Business Administration or related field; Master's in Business
Administration would be an advantage;

  • At least five years' work experience in a reputable International NGO in a similar or
equivalent position;

  • Proven track record in successfully working with Director level functions

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