Job description
KEN04
YOUR POSITION WITH TNCThe Operations Program Coordinator will be responsible for a variety of operations activities in support of a program’s approved tactics. The Nature Conservancy Africa Program conducts marine conservation work relating to marine spatial planning (MSP) and improving coastal fisheries. We work with coastal communities and national governments to develop strategies, action plans, and finance to support conservation of marine systems including coral reefs, mangroves, seagrass beds, sandy beaches, and offshore waters. We also work to improve fisheries management and fish value to benefit coastal communities. Our work spans four nations: Kenya, Tanzania, Seychelles, and Mauritius and may expand to other nations in the Western Indian Ocean. This position will be based in the program’s office in Mombasa, Kenya.Essential FunctionsThe Operations Program Coordinator will be responsible for performing multiple administrative functions related to the assigned program. They may be responsible for scheduling and coordinating logistics for special events and/or meetings, purchasing, central filing, mailroom operations, facility management, telecommunications, and/or reception. In addition, the Coordinator may perform Information Systems, Human Resources, and Finance administrative tasks, including processing forms, preparing reports, and monitoring budgets. They will use available systems and resources to maintain, track, and research data, and to produce and review reports. They will apply established processes and practices in order to improve effectiveness and to document program procedures for reference by staff. They will coordinate activities with multiple variables, set realistic deadlines and manage the timeline. The Coordinator may handle inquiries about business unit activities and assist in the development of program materials and correspondence. They will work cooperatively with Conservancy staff, providing information necessary to make decisions and solve problems. The Coordinator may communicate on behalf of their supervisor with internal and external sources, including staff, donors, vendors, and businesses in order to coordinate arrangements, convey information, and ensure successful execution of program.Responsibilities And Scope
Perform specific administrative duties as described below and under general supervision and established guidelines;
Make day-to-day decisions within the scope of work assignments and prioritize work independently;
Identify routine problems and utilize existing resources for resolution, referring difficult questions and problems to supervisor;
Demonstrate sensitivity in handling confidential information;
Financial responsibility may include purchasing, processing invoices, contracting with vendors, and assisting with budget tracking;
Serve as a team member for assigned projects;
Be willing to travel, work overtime, and work evenings and weekends as needed; and
Work environment involves only infrequent exposure to disagreeable elements and minor physical exertion and/or strain
Booking travel for TNC and non-TNC travelers (often international) and liaising with travelers regarding potential bookings and troubleshooting issues
Booking venues for meetings at conference centers of hotels
Handling travel expense claims from meeting participants (TNC & non-TNC)
Troubleshooting general office issues (e.g. arranging for contractors for repairs, etc)
Support in doing some addition administration relating to job descriptions and grant proposals.
Minimum Qualifications
Bachelor’s degree and 1-year experience or equivalent combination;
Experience in business writing, editing, and proofreading;
Experience organizing time and managing diverse activities to meet deadlines;
Experience performing one or more administrative processes; and
Experience working and communicating with a wide range of people.
Desired Qualifications
Multi-lingual skills and multi-cultural or cross-cultural experiences are appreciated;
Ability to analyze information for the purpose of preparing reports, coordinating activities, and solving problems;
Ability to apply research skills;
Ability to write and edit written materials for use with program communications and special events;
Database skills, including managing and tracking data, and producing reports;
Excellent customer service skills and focus;
Experience, coursework, or other training in relevant field; and/or
Strong organizational skills and attention to detail
