Program Administrative Officer

Job Type

Full Time

Published

07/12/2018

Application Deadline

08/15/2018

Address

2300 Southern Boulevard
Bronx
New York
10460
United States

Description

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.  


Position Objectives


The primary function of the Program Administrative Officer is to provide support to the WCS Asia Program on administrative, proposal, logistical, and programmatic activities.  The Program Administrative Officer acts as a single point of contact for a variety of support issues, working in close coordination with other departments within WCS, including Development, Finance, HR, Public Affairs, Purchasing, and Legal. This position assists with communications and outreach activities for WCS Asia.


Responsibilities include:

 

Administrative Responsibilities (65% of time)

·        Coordinate operational and administrative support for WCS Asia Program activities; be responsible for ensuring smooth, efficient administration both within and between the NY office and Asia field sites and other departments within WCS; proactively problem solve when needed;

·        Review Payroll and Human Resources forms for WCS staff and consultants as needed;

·        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 and forms.

·        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.

·        Coordinate with Global Purchasing on equipment procurement and repairs.

·        Coordinate with Global Resources on basic donor relationship (host visits; assist with keeping track of donations that come into Asia program and ensuring the revenue is properly allocated).

·        Coordinate with The Office of General Counsel (OGC) on support they need to formalize important Asia and Country program agreements, power-of-attorney, etc. and assist with in-person acquisition of official legal documents from city, state, or diplomatic offices.

·        Coordinate with cross-departmental administrative staff to improve administrative processes;

·        Regularly meet with administrative staff across WCS, including other programs in Global Conservation, to coordinate administrative processes

·        Maintain team calendar

·        Assist executive staff as requested

Programatic Responsibilities (20% of time)

·        Provide support to technical reporting and funding proposals. Includes assisting in writing and editing of technical narratives, and performing basic research to supplement input from field teams. Track the status of assigned proposals; help coordinate the development, approval, and submission process with the appropriate program staff and WCS departments.

·        Liaise directly with OGC for legal review of proposals, agreements, and contracts. Assist Asia OGC in preliminary reviews of documents. Maintain a template agreement database and facilitate the use of approved agreement templates.

·        Lead Asia Program coordination of certain assigned funding awards and required follow-up activities. Ensure timely and accurate technical and financial reporting, sub-grant agreements, and compliance with donor guidelines. Assist with overall proposal review as requested

Communications and outreach Responsibilities (15% of time)

·        Working with the Executive Director of the Asia Program, assist with various internal and external Asia Program communications activities, including but not limited to:

o  Coordinate between WCS Asia Program, including field teams, and other divisions of WCS, such as the Zoos and Aquarium, Communications and Media Production, Public Affairs, and Education, on press releases and other communications needs; monitor, trouble-shoot, and follow up as required, keeping  Executive Director of the Asia Program informed throughout;

o  Keep track of press releases related to the WCS Asia program, assist with metrics reporting and provide a quarterly summary to the Executive Director of the Asia Program;

o  Assist with information-collecting, writing and editing reports and communications relating to WCS Asia Program activities for internal and external audiences, including staff, donors, annual reports, board members, and the general public;

o  Prepare bi-weekly progress reports of WCS Asia program activities for internal WCS reporting meetings; and

o  Prepare drafts of management and programmatic notes and memos as requested by the Executive Director of the Asia Program.


Qualifications


Minimum Qualifications and Skills

·        BA or BS

·        1-3 years of previous administrative experience in an office setting

·        Advanced knowledge of Microsoft Office Suite

·        Demonstrated ability to communicate clearly and concisely in both written and interpersonal contexts

·        Ability to be part of a highly diverse team that is largely based in Asia

·        Possess a self-starting nature

·        Ability to problem solve independently and without daily instruction and monitoring

·        Demonstrated organizational and time management skills, including responsiveness to simultaneous projects and demands; ability to set and follow priorities, and to meet deadlines.

·        Commitment to follow through and quality control; excellent attention to detail.


Preferred

·        1-2 years of experience in project or non-profit management; grant writing, budgeting and reporting

·        Understanding of general conservation issues

·        Foreign language fluency

·        Advanced knowledge of Microsoft Suite and social media platforms

Familiarity with basic principles of external communications 

Benefits

None

Level of Language Proficiency

None

Professional Level

Entry level

Minimum Education Required

4-year degree

How To Apply

asiaprogram@wcs.org
http://www.wcs.org

Interested candidates, who meet the above qualifications, should apply by sending an application letter and CV together with the names and contact information of three references to asiaprogram@wcs.org Please include “Asia Program Administrative Officer” in the subject line of your email. Candidates must also apply online via the WCS career portal at: http://www.wcs.org/about-us/careers 


Only short-listed candidates will be contacted for interviews. The job will be filled when a suitable applicant is found, so interested applicants are encouraged to apply as soon as possible, and definitely before 15 August 2018.



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