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Title

Program Assistant

Posted
Reference   (Please mention Stopdodo/Environment Jobs in your application)
Sectors Sustainability, Climate, CSR, EMS
Location
Town/City Bronx
Type Fixed Term and Permanent Roles
Status Full Time
Level Mid Level
Deadline 10/04/2016
Company Name Wildlife Conservation Society
Contact Name Pamela Watim
Telephone 7187411452
Website Further Details / Applications
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Description

The Wildlife Conservation Society (WCS) seeks a dynamic, well-organized, hard-working, and committed individual to support the administration of our Asia conservation program.  The successful candidate will join a cohesive, effective, diverse team located at the Bronx Zoo in New York and locations throughout Asia, saving some of the world’s most spectacular wildlife and wild places.

POSITION OBJECTIVES:

The Wildlife Conservation Society (WCS) is an international conservation NGO headquartered at the Bronx Zoo in New York City working to save wildlife and wild lands and to meet global conservation challenges in over 60 countries in Africa, Asia, and the Americas. 

The primary objective of the Program Assistant position is to be part of the Asia Program team which supports a variety of conservation programs and initiatives. The position is based at the Bronx Zoo in New York City.  This position reports into the Senior Budget Manager and is supervised on a day-to-day basis by the Program Officer.

General Responsibilities:

  • Assist staff with preparing accounts payable and reimbursement documentation, accounting adjustments, and coordinating with finance and accounting staff to facilitate and monitor payment process.
  • Assist with vendor invoice payments, proposals, forms, reports and documentation fulfillment.
  • Manage field staff mail.
  • Maintain program files and databases, including grants, contracts, proposals, MOU’s, communication materials, photos, and financial records, to ensure proper document management.
  • Organize logistics and travel planning and assist in organizing meetings, conferences, and workshops with both field- and NY-based staff
  • Gather data from the financial system and consolidate into management reports. 
  • Assist with proposal preparation and coordination.
  • Facilitate staff new hire and consulting documentation and liaise with HR on this and other HR issues.
  • Coordinate with Accounts Payable on expense reimbursements and vendor payments, Global Purchasing on equipment procurement and repairs, Global Resources on basic donor relationship tracking, and other departments as needed.
  • Coordinate operational and administrative support for all other program activities; be responsible for ensuring smooth administration both within and between the NY office and field sites.
  • Regularly meet and coordinate with administrative staff across WCS, including other programs in Global Conservation
  • Maintain team calendar
  • General administrative duties as requested
  • Assist executive staff as requested

 

MINIMUM QUALIFICATIONS:
As an ideal entry-level conservation management and administrative position, the minimum requirements are

  • Bachelor’s Degree
  • Ability to work in a team (which is largely based outside of the NY office).
  • Proactive, high energy, positive attitude, service oriented and able to manage multiple varied requests in a timely manner.
  • Commitment to follow through and quality control.
  • Previous experience in administration desirable.
  • Basic understanding of budgets and financial reporting.
  • Willingness to learn SAP, our financial management system
  • Excellent organizational skills, including responsiveness to multiple, simultaneous projects and demands; ability to set and follow priorities, and meet deadlines.
  • Ability to work independently and without daily instruction and monitoring.
  • Excellent interpersonal and communication skills with an ability to work with a wide variety of people from different backgrounds and cultures.
  • Strong writing skills required. Ability to produce clear and concise email communications.
  • Proactive and good problem solver.
  • Advanced knowledge of Microsoft Office.
  • Sincere understanding of and commitment to WCS’s mission.

 

This is a New York-based position and applicants must be legally permitted to work in the United States.

DEPARTMENT: Global Conservation

TITLE: Program Assistant

REPORTS TO:  Senior Budget Manager, Asia Program

HOURS: Full-time

LOCATION: Center for Global Conservation, Bronx Zoo, NYC

All applicants are requested both to apply online at www.wcs.org  (http://www.wcs.org/about-us/careers.aspx) and also to send a cover letter and CV to Anh-Tuan Tran, Program Officer, Asia Program,  atran@wcs.org

 

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