IMPORTANT: This Advertiser has requested that applicants MUST be National Residents / Valid Work Permit-holders. Other applicants need not apply.
Purpose
This is a multi-varied position for an energetic, diplomatic professional with sound communication and organizational skills to assist the Executive Vice President in management and implementation of a wide range of organizational efforts in a fast-paced, teamwork environment. Partnering closely with the EVP to ensure strategic initiatives of the department are met. The scope of the position is international and includes management of specific projects to be assigned by the EVP, troubleshooting on an array of activities, and representational work for the EVP. Organize and coordinate the administrative activities of the EVP in his leadership and management of all major systems of IFAW and its Country Offices.
The Operations Manager is also responsible for planning and executing projects which integrate the workflow across departments and field operations.
Accountabilities/Responsibilities
- Responsible for the logistical/tactical management of project teams, specifically all logistics and analysis of critical path work plans essential to optimizing the time of development to completion according to timelines. May take on other leadership roles as deemed appropriate by the project leader.
- Analyze trends, issues, and workflow ranging from income to program expense including planning, execution and reporting. Provide communications to program and Country Directors to draw attention to trends. Provide guidance and clarification as needed. Identify opportunities for improvement and make constructive decisions for change. Manage the process of innovative change effectively.
- Analyze fundraising reports and the link to country offices and specific programs/projects. Prepare summary for EVP, as needed, for presentation to EMT to stimulate strategic discussions.
- Analyze communication plans in relation to fundraising and programmatic work. Work with Country Office Directors to ensure understanding of plans.
- Lead preparations for program director meetings.
- Resolve and/or escalate issues in a timely fashion.
- Comply with and enforce standard policies and procedures.
- Support continued integration between departments. Develop, support and implement policies and practices that improve interdepartmental and team functioning.
- Complete special assignments and other duties as requested by the Executive Vice President.
- Skilled in the use of Project Management tools and techniques to shorten the time of development, anticipate and avoid delays and smooth the process flow.
- Perform a wide range of administrative and general support duties of a highly responsible nature. Create senior level presentations using PowerPoint. Manage the EVP’s ever-changing calendar using Outlook.
- Review and approve Country Director expenses and travel authorization.
- Follow up on EVP travel and representation visits to keep processes moving forward.
- Review email traffic from Country and HQ offices and prioritize for EVP.
- Represent EVP at various meetings.
- Serve as liaison for long term funding group and finance backup for corporate donors, grants and proposals.
- Communicate status of budgets and plans to Country offices. Review of country office budgets on a monthly basis.
- Interface effectively and professionally with senior level management.
Job Requirements
- Minimum of five years experience reporting to a senior executive level required, preferably in an international organization. International NGO experience preferred. Degree preferred.
- Project management experience preferred. Strong working knowledge of project management tools and practices. Experience with Microsoft Project preferred.
- Outstanding judgment and problem solving/critical reasoning abilities and analytic skills. Demonstrated problem solving experience in an environment with shifting priorities, timelines and demands required. Must have ability to work independently on multiple projects simultaneously in a fast-paced environment and execute tasks under pressure.
- Must be poised, articulate, professional and service-oriented. Exceptional interpersonal and diplomatic skills and oral, public speaking and written communication skills (writing and editing) required. Must demonstrate good judgment, accountability, and reliability; be persuasive, encouraging and motivating. Ability to work across teams and with a variety of projects and constituencies.
- A high level of tact and integrity due to the frequency of senior-level internal and external contacts and regular exposure to confidential information. Commitment to confidentiality required.
- Proficiency in MS Office required (Microsoft Outlook, Word, Excel and Access).
- Adept at conducting research.
- Multi-lingual preferred.
- Ability, flexibility and willingness to travel is expected, including internationally.
- A strong commitment to animal welfare.
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