Job Description: Operations Manager

Country:Philippines

Directorate: Conservation Programmes

Responsible to:Country Manager

Number of direct reports:4 (with 4 indirect reports)

Financial Accountability:500,000 GBPcountry budget

Date created:1/1/2017

Main Job Purpose
This new position is responsible for overseeing the operations of the ZSL Philippines Office. This will include managerial responsibility for team members tasked with managing finance, HR, health and safety and other operational responsibilities. The ability to manage, inspire and engage the team is a critical requirement for this position as it is a collaborative and supportive approach.
Main Accountabilities
Leading and Supervising
  • Lead and develop the existing operations team to achieve operational objectives whilst inspiring the individuals to reach their full potential.
  • Oversee the accounting function of the country office ensuring financial management policies and best practice are adhered to in line with the ZSL UK finance department.
  • Oversee the HR and health and safety function ensuring effective recruitment, induction and training is delivered and appropriate HR and health and safety policies in place in collaboration with the ZSL UK HR and Health and safety departments.
  • Supervise sub-contractors for project partners and draw up/publicise calls for tender as required and in line with procurement guidelines.
Planning, Organising and strategic development
  • With the country manager and project managers prepare, agree and manage the annual country budget.
  • Manage the base and field offices ensuring the registration process and appropriate insurances are up to date and legally complaint.
  • Contribute to the development of ZSL’s conservation strategy and policies relevant to the post holders’ area of operation.
Working Relationships and Communication
  • Develop and maintain effective working relationships with the senior management team, ZSL London team and external stakeholders.
  • Ensure all communications are consultative in approach to bring the team on board with new ways of working.
Analysis, Reporting and Business Partner Support
  • Lead the finance team to be effective business partners to project managers and other budget holders
  • Design and support the development of useful reporting tools and templates for budgeting & forecasting
  • Support with the production of monthly technical reports and key performance indicators (KPIs)
  • Ensuring the in country operations are being managed in line with ZSL wide standards, including monitoring and reporting against the same
  • Ensure the timely production of financial reports to meet donor requirements. Provide administrative and logistical support to project staff, ZSL UK staff, local and international students and interns carrying out agreed activities in conjunction with the projects and ensure they confirm to relevant ZSL policies.

Working Conditions
The position will be based in ZSL-Philippines Head office in Iloilo, Panay with regular visits to our satellite office in Cebu and less frequently to our project offices in Aparri, Cagayan (Northern Luzon) and Guiuan, Samar.

NB: This job description is designed to outline a range of main duties that may be encountered. It is not designed to be an exhaustive list of tasks and can be varied in consultation with the post holder in order to reflect changes in the job or the organisation.

Person Specification

Qualifications & Experience

  • Extensive experience of leading a finance or operations team (of ~8 people) within a medium sized company or NGO of similar to ZSL Philippines (e.g. 50 people).
  • Hold an internationally recognised Accountancy qualification (e.g. Certified public accountant qualificationor equivalent qualification or equivalent level of working experience) with a proven track record of leading and developing high performing teams in a complex organisation.
  • Experience with Management Accounting Systems (e.g. QuickBooks) using PC and Microsoft Office packages.
  • Ability to handle confidential information professionally.
  • Experience in handling budget preparation, financial management and financial reporting.
  • Experience in office management and office systems.
  • Strong organisational and interpersonal skills.
  • Proven ability to work effectively with teams and senior managers.
  • Previous experience in a charity/NGO setting is desirable.
  • Experience in working with foreigners is desirable.
  • Able to use PC and Microsoft Office packages.

Knowledge

  • Knowledge of relevant legal, contractual and funding issues.
  • Knowledge of leading a large finance team in a large complex organisation, with specific experience of leading the annual budget development process, and management accounts provision.
  • A practical understanding of voluntary sector working and the role of the statutory sector would be desirable.
  • Knowledge of specific accounting, taxation and other compliance requirements for charities would be desirable.

Skills & Abilities

  • Strong leadership skills to undertake a complex senior role in a large international organization.
  • Strong budget management and purchasing skills.
  • Good communication skills and
  • Strong project management skills to effectively deliver change.
  • Excellent communicator with high levels of written communication, negotiating, influencing and presentation skills.
  • Excellent written and spoken English.
  • Advanced IT skills, including accounting and reporting packages.
  • Sound judgement based on knowledge and understanding.
  • Have a solution-focused approach and the ability to make objective decisions under pressure.
  • Ability to plan, prioritise and deliver to tight timescales.
  • Think and act strategically whilst maintaining a significant operational workload.
  • Lead, motivate and empower staff to achieve their full potential.
  • Implement high quality management and support systems for staff.
  • Implement, communicate and promote organisational decisions and policies positively.
  • Communicate effectively to, and manage expectations of, a wide range of internal and external audiences.
  • Ability to build strong relationships with a wide range of people including Senior Management Team.
  • Have a consistent approach towards others, operates with confidence and integrity.