ADMINISTRATION

Director of Administration at African Wildlife Foundation

About the job

About AWF

The African Wildlife Foundation (AWF) is a leading international conservation organization focused exclusively on Africa. Since its founding in 1961, AWF has recognized that Africa’s wildlife resources and ecosystems are critical to the future prosperity of Africa and its people. Some key facts about AWF:

  • With a geographic focus on the continent of Africa, AWF works with Africans at the local, regional, and national levels to conserve the continent’s tremendous natural resources.
  • They believe that development is good for Africa as long as it is sustainable and balanced with biodiversity conservation.
  • They focus on key African species, including elephants, rhinos, lions, and other large carnivores, mountain gorillas, and Africa’s other great apes.
  • AWF is headquartered in Nairobi, Kenya, with offices throughout Africa as well as Europe and North America.

About the Role

This role will oversee and ensure effective administrative, logistical, procurement, and operational excellence across the organization. The Director of Administration will support Project sites and Country offices to develop, implement, and improve processes aimed at enhancing program performance as well as ensure implementation of and adherence to operational, administrative, and logistical policies and procedures. The Director of Administration will also partner with key departments, program teams, and country leaders to ensure appropriate preparedness on security and safety matters. This is a global role that will be based at AWF’s headquarters office in Nairobi, Kenya, and will supervise the Administration, Procurement, and Facilities teams.

Please note that this is a condensed version of the job description; please see the job link here: https://www.shortlist.net/jobs/7519 for more details on the key responsibilities expected of this position’s role holder.

Key Duties and Responsibilities

Administration:

  • Provide oversight in the development and implementation of guidelines and requirements for efficient office operations across the organization.
  • Work with other department heads to oversee country registrations and required statutory reporting and compliance. Monitor changes and ensure AWF remains compliant with all country statutory regulations and annual fillings.
  • Ensure all inventory of AWF assets are up to date in liaison with relevant managers. Work with the finance team to ensure the fixed asset register is up-to-date and accurate.
  • Develop and manage AWF Headquarters’ administrative budget. Oversee the day-to-day administration of AWF’s Nairobi headquarters, including providing logistical and facilitation support for all events held at the Headquarters.
  • Oversee the administrative function across the organization, including support for travel i.e. visa application, flights, and accommodation, as well as on-ground transportation. This also includes addressing immigration and diplomatic affairs. securing appropriate liability, vehicle, and other insurances, security management, and addressing immigration and diplomatic affairs.
  • Develop and enforce policies and procedures for all administrative functions.

Facilities Management:

  • Develop/review appropriate guidelines and requirements for all AWF offices, and ensure that all the necessary facilities are in place and adequate. This includes appropriate and suitable furnishings, office supplies replenishment system, safety, and security for the staff.
  • Ensure AWF offices meet the needs of staff (both moveable and immovable assets, and outdoor areas where applicable).
  • Collaborate with the Country Directors/ leads to ensure proper maintenance of AWF offices and facilities.
  • Collaborate with relevant country leads, project and landscape managers, and cross-functional teams to develop annual budget requirements for both ongoing maintenance and any capital investment requirements related to facility improvements/upgrades.
  • Review and secure appropriate liability insurance for all AWF offices and facilities, including commercial insurance.
  • Work with the marketing and creative team to ensure the correct and proper signage for all facilities.

Procurement & Contracts Management:

  • Oversee the procurement department; provide strategic leadership and support for efficient and effective procurement; ensure tax exemptions are applied where available.
  • Provide timely and appropriate guidance on procurement policy, strategy, and implementation across the organization.
  • Increase efficiency by developing processes, procedures, and best practices to effectively support the programs and operations across all offices; create performance metrics and accountability.
  • Support the creation of procurement functions within AWF country programs in Africa. Oversee the review and implementation of existing procurement policies at AWF to reflect industry best practices.
  • Align the AWF Procurement structures and processes to support the requirements of AWF’s various institutional donors (UN, USAID, EU, Dutch, German, etc.). Ensure that appropriate rules are applied in appropriate circumstances (i.e., USAID rules for USAID awards, EU rules for EU awards, AWF rules for unrestricted purchases).
  • Ensure that third-party service contracts include “flow down” requirements per government grantor requirements and AWF procurement policies.

Risk Management:

  • Support the CFO in providing leadership, innovation, governance, and management necessary to identify, evaluate, mitigate, and monitor the organization’s operational risks.
  • Develop AWF Risk Management tools, practices, and policies to analyze and report the organization’s risks, and to manage risks according to the AWF risk management framework.
  • Ensure risk mitigation controls are implemented and operating effectively in landscapes and throughout the organization.
  • Chair and provide key inputs to the organization’s Risk Management Committee
  • Oversee the reviews and assess risk management policies and protocols; make recommendations and implement modifications and improvements.
  • Ensure the organization’s risk management policies and strategies are compliant with applicable regulations, AWF set standards, and strategic imperatives of the organization. Establishes the Enterprise Risk Management architecture for the organization.

Qualifications

  • Bachelor’s degree in business administration, or related field.
  • 10+ years in a leadership role in the appropriate field.
  • High level of business acumen with the ability to balance the delivery of programs against the realities of a budget.
  • Construction, engineering, building, and facilities management training or experience an advantage.
  • High capacity for managing and leading people with demonstrated success in maintaining accountability, building effective teams, connecting with staff (both at the individual and group level), and developing leaders from the bottom up.
  • Analytical thinker with the ability to identify opportunities and create processes and systems that promote accountability.
  • Demonstrated knowledge consistent with the role scope outlined above.
  • Proven ability to plan and manage operational processes for maximum efficiency and productivity.
  • Ability to streamline and implement new structures and roles that create speed, efficiency, and support rapidly shifting demands.
  • Strong working knowledge of regulations and legislative guidelines.
  • Superior negotiation skills in both internal and external settings.
  • Solid organizational, communication, and leadership skills, demonstrated by previous professional success.
  • Knowledge of French is an advantage.
  • Ability to work under pressure.
  • Ability and willingness to travel at least 40% time to remote and sometimes physically challenging conditions.

How to apply

AWF is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, tribe, national origin, age, sex, religion, disability, sexual orientation, marital status, veteran status, gender identity or expression, or any other basis protected by local, state, or national law. Hence, persons of all gender, race, sex, orientation, age, and identity are encouraged to apply.

Shortlist (www.shortlist.net) is our exclusive recruitment partner for this role. Applications will be considered on a rolling basis until the position is closed, though early applications are strongly encouraged. If you believe you meet the attributes and skills above, please click the job link to apply.

APPLY HERE

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