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Operation Manager

Posted on October 15, 2018 by Conservation International

Deadline for registration: October 30, 2018

The Operations Manager manages all or some of the financial, human resources, and/or administrative functions of a department or program. S/he manages and supports financial reporting to provide management with timely and relevant financial information to make informed decisions. The Operations Manager ensures that sound donor and grant management policies and practices are adopted and implemented. S/he develops budgets and revenue forecasts and supports the development of strategic plans as they impact operation functions. S/he also supports fundraising efforts including developing cost proposals and performing donor assessments.

In addition to financial management, the Operations Manager manages the program’s human and operational resources. S/he ensures operation functions are efficient and effective and recommends improvements that improve efficiency, productivity, operational capacity and alignment with the program’s business plans and CI’s overall conservation objectives. S/he is accountable for ensuring operational functions are in compliance with CI’s policies and procedures and local reporting and governance bodies. The Operations Manager works with management and HQ to implement audit findings.

The Manager directly manages operations staff and duties are performed under general supervision.


Financial Management
·Manage the program’s budget and ensure timely and accurate financial reporting. Work with program management to identify and implement follow-up actions when necessary.
·Manage timely and accurate recording of accounting transactions. Ensure compliance with CI policies and procedures and local reporting requirements.
·Manage grants administration and donor reporting, including managing compliance with grants and donor agreements.
·Manage budgeting, reporting and financial compliance of grants and donor agreements.
·Manage annual and ad-hoc budgeting and financial modeling. Support fundraising proposal efforts.
·Ensure the effective and efficient stewardship of CI’s assets and financial resources. Manage program audits and ensure those audit findings are recommendations are addressed and implemented.
·Manage the operations budget.
·Manage other financial issues that arise, including risk management.

Human Resources
·Work closely with Global HR for guidance on people management issues including performance management, merit review, recruiting, staffing and compliance with CI policy and local labor laws. Provide guidance to supervisors on personnel issues.
·Support and advise management in staffing, staffing, and strategic planning efforts.
·Manage capacity building efforts and partner with management and HQ to ensure staff is engaged and able to deliver results. Identify and implement training needs.

Business Operations
·Report on program performance and metric achievement.
·Manage efforts to improve program efficiencies, effectiveness, and alignment. Recommend changes in business processes and structure as needed and oversee internal control processes.
·Set and manage standards related to operational and financial management. Ensure operation roles, responsibilities and workflows are clear and enhance internal client service.
·Support program and system roll-outs.
·Ensure proper use and application of CI systems and processes. Liaise with IT to ensure staff is able to access and use CI’s technology assets.
·Assist in the identifying and addressing issues of high risk.
·Perform related duties as assigned.


Grant Award and Contracts:
Compile and assist in reviewing documents related to the grant award process, including developing announcements of grant and subcontract opportunities.
-Conduct preliminary reviews of grantee technical and financial reports. Coordinate site visits/desk reviews as needed.
-Monitor proposals including project approval/rejection and overall project status. Keep senior staff informed of deadlines, targets and workflow changes.
-Coordinate legal/HQ review of agreements and review that all necessary signatures are in place.
-Process contracts amendments and additions.
-Coordinate grants close-out activities as directed.

The position directly supervises program operations staff.
·Serves as a subject matter expert on program operations.
·Manages the program and operation budget.
·Accountable for managing public or private funds important to achieving CI objectives.

·Bachelor’s degree or up to four years of college-level work in Finance, Business Administration, or related field.
·4-6 years related work experience (e.g. administration, accounting, finance, human resources, grants management).
·Spanish and English fluency (written and oral)
·Up to 2 years’ experience supervising the work of others.
·Familiar with Panamanian legislation (labor, tax, accounting, etc)
·International nonprofit experience.
·Strong analytical skills.
·Strong communication and presentation skills including the ability to effectively convey complex details or technical information.
·Highly familiar with etiquette, protocol, and employing cultural awareness and sensitivity.
·Proven team player.
·Highly organized and ability to manage multiple priorities simultaneously in a dynamic environment.
·Experience in the management of operations for an international NGO preferred.
·Excellent written and oral communications skills

·Typical office environment.
·Occasional travel of less than 10% may be required.
·Ability to work extended hours to meet deadlines.

Conservation International has a global compensation system. The initial salary range for this position is US$3,000 - US$3,500 as a basic monthly salary plus the benefits of Panamanian labor law.

Those interested please send a letter of intent and resume o Ximena Durán at xduran@conservation.org. Please, include in the subject line: PANAMA – OPERATIONS MANAGER. Applications will be received until October 30th. Only those candidates who meet all the requirements will be contacted.