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.
Conservation International works to spotlight and secure the critical benefits that nature provides to humanity. Since our inception, we’ve helped to protect more than 6 million square kilometres of land and sea across more than 70 countries. Currently with offices in 29 countries and 2,000 partners worldwide, our reach is truly global. Our Australia office is our newest, and we are seeking a competent and collaborative Senior Operations Coordinator to join our team.
The Senior Operations Coordinator is responsible for providing operational support for the administrative, financial, and/or human resources functions of Conservation International in Australia. Duties are varied and include overseeing financial transactions, reviewing grants transactions, providing grants administration support, maintaining filing, and reporting systems, creating reports and analysis, new hire onboarding, and other proactive office support to ensure the efficient functioning of the department. They will also provide meeting/conference planning, time recording, travel, IT liaison support as directed.
The Senior Operations Coordinator will serve as a go-to resource on operational matters for Australia. They will work closely with Senior Operations, HQ staff and the CI Australian Country Lead to ensure operational functions comply with CI’s policies, procedures, and donor and local reporting requirements. They will have a thorough understanding of CI’s policies and procedures, be able to guide staff in applying them, and work with the supervisor to resolve more difficult questions and requests.
This position does not supervise staff but assists peers, interns, and others. Duties are performed under general supervision.
- Work to ensure operational services within the department run smoothly.
- Function as a recognized resource for routine and non-routine operations matters. Educate staff in understanding and applying CI operation policies and procedures and resolving their questions or concerns.
- Facilitate recruitment and onboarding of new employees and managing HR paperwork which includes employee contracts and personnel files.
- Oversee day-to-day financial transactions. Duties include reviewing and preparing payment requests, reimbursements, reclasses, preparing account reconciliations and other related transactions.
- Manage the CI Australia bank accounts
- Provide grants administration and support. Duties include reviewing and verifying contract information, entering and maintaining contract information in CI’s grant management systems, and generating reports.
- Provide support on fundraising and incoming funds management, including timely issuance of tax receipts for donors
- Assist with the annual budget process. Generate analysis and reports for the management team.
- Create and review expense reports, track expenses and ensure accurate coding.
- Prepare and process payroll
- Review time reporting for proper coding and charging. Work with payroll to make corrections/reclasses.
- Coordinate travel arrangements and handle travel expense reports.
- Manage filing systems.
- Provide logistical support for meetings and events.
- Function as the department liaison with IT as needed, work to have a ‘donate now’ button installed on the CI Australia website, and monitor performance of button thereafter
- Perform related duties as assigned.
- Assist the Country lead to prepare agendas, board papers and minutes for meetings of the CI Australia Board of directors, approximately quarterly, plus assist as needed with interim Board communications
- Track the reporting requirements of CI Australia as part of our obligations to the Australian Not for Profit and Charities Commission as an Australian charity, and to the ATO as a Deductible Gift Recipient, and assist with reporting as directed
- Take a substantive role in preparing CI Australia’s Agency profile for accreditation under the Australian Government’s ‘Australian NGO Cooperation Program (ANCP)
- Help to maintain database of CI Australia supporters
People and Resource Management Responsibilities
- This position does not manage staff, an operating budget, or public or private funds. Typically assists peers, temporary employees, contractors, or volunteers.
- Bachelors Degree, preferably in Finance and/or Accounting.
- A minimum of 5-6 years related work experience. Experience in providing operations support and managing financial and grants transactions preferred. In this regards, experience working in an NGO or the environment field would be helpful
- Strong organization, communication, and interpersonal skills. Proven team player.
- Ability to manage multiple tasks in a fast-paced environment.
- Fluency in MS Office including Excel and Google Apps (Mail, Drive, Hangouts, etc.).
- Experience with interpreting data and generating reports and analysis.
- Highly organized and motivated, ability to work independently.
- Discretion and sensitivity regarding personnel issues, when necessary.
- If in Adelaide, a desk in the Conservation International office will be provided in the CBD. For all other locations, work from home will be required.
- No travel expected.
Conservation International is an Equal Opportunity Employer Minorities/Women/Vets/Disabled.
The COVID-19 pandemic continues to be a global challenge. Due to the fluidity of the situation, we periodically reassess our plans to reopen our offices. For the safety of our employees, our approach is tailored to the situation in each of the 30 countries we operate in. Travel is only conducted when absolutely necessary and safe to do so. Hiring managers will provide guidance on remote, hybrid, or on-site work arrangements in accordance with country-specific safety policies.