JOB DESCRIPTION
JOB TITLE: Head of Operations
SECTION: Conservation Programmes
DEPARTMENT: Conservation Programmes
DIVISION: Conservation Programmes
RESPONSIBLE TO: Director of Conversation Programmes
RESPONSIBLE FOR: Oversight of internal operations of the department,
liaison and collaboration with all other departments, and internal
representation of the Director as his deputy.
PARTICIPATING JOB HOLDER(S): New Role
APPROVED BY: Jonathan Baillie
JOB HOLDER(S): New Role
HEAD OF DEPARTMENT OR DIRECTOR: Conservation Programme Director
JOB DESCRIPTION REFERENCE NUMBER:
GRADE ALLOCATED: 2/1
KEY PURPOSE OF THE JOB
This position reports to the Director of Conservation Programmes and is responsible
for ensuring that the internal processes in the department for field programmes are
as efficient and effective as possible; that all policies, procedures and financial
systems are being followed; and regularly monitored, reviewed and improved over
time. The post holder has a strong role in cross-society liaison, and will work closely
with the Director of Human Resources, the Director of Finance and the Commercial
and Communications Director in order to ensure that policies and procedures are
well integrated. The post holder will also represent the Department at key meetings
and work with other departments to foster cross-society collaborations in pursuit of
the Society’s Mission Targets.
MAIN DUTIES AND RESPONSIBILITIES
1. Programme Support.
Oversee the development and streamlining of efficient, effective administrative
processes that support the management and monitoring of ZSL’s field
conservation activities both overseas and in the UK. In order to achieve this, the
post-holder will:
a) Liaise and consult closely with staff working in all of the Society’s
central support systems (eg HR, Finance, ITC, Communications,
Health and Safety, Estates) in order to ensure full integration of support
systems for field conservation.
b) Work closely with the CP admin team, the Finance dept, and ZSL’s
grant managers to ensure best practice is being applied and that
agreed financial systems are being followed and are fit for purpose.
c) Work closely with country managers and central Finance and HR to
ensure that country offices are sustainable in the long term within the
Employment Legislation, tax and economic framework of country.
d) Oversee the monitoring and evaluation of the society’s field
programmes, developing systems and procedures focused on
measuring progress toward the Society’s mission targets and
associated fulfilment of donor requirements.
e) Line manage CP administration team and related posts as required,
including carrying out PDRs, supervising, probation periods and
identifying training needs.
f) Ensure all CP PDRs are collated along with training needs and sent to
HR
g) Take responsibility for managing office space for CP staff in
conjunction with Director of HR
h) Assist in fundraising for all CP programmes.
i) Key point of contact in CP for serious incidents overseas
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2. Internal representation.
Represent the Director of CP, and the CP department in general, internally in
operational arenas and/or when the Director is unavailable. In particular the postholder will:
a) Represent the department at all Operational Directors meetings, and
deputise for the Director of CP at Mission or Board Directors meetings
and the Conservation Committee when the director is unable to attend.
b) Liaise with staff in other departments involved in all aspects of ZSL’s
conservation mission, with the aim of developing and promoting crosssociety collaborations that harness ZSL’s unique strengths to achieve
mission goals.
c) As for all other staff in the department, the post-holder will be expected
to contribute relevant expertise to conservation projects where
applicable.
3. External Responsibilities
The post holder may also represent the Society, or present on its work, in
national or international on occasion but the primary role is UK based.
4. Expectations of the Post-holder
a) Ensure that ZSL’s policy for equality of opportunity is adhered to and
promoted in all aspects of the post holder’s work
b) Ensure effective quality control and continuous improvement in all
aspects of the work and responsibilities attached to this post
c) Comply with and promote ZSL’s Health and Safety Policies and
Procedures and undertake recommended Health and Safety training as
and when necessary.
d) Be committed to professional self-development as necessary for the
successful carrying out of the job
e) Undertake such other duties as are commensurate with the grade of
the post, as may be reasonably required at the initial place of work or
at other relevant locations.
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 Society.
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PERSON SPECIFICATION
Qualifications & Experience
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Degree Level Qualification in Business Administration or equivalent
Knowledge
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An understanding of key issues relevant to biodiversity conservation
Working knowledge of HR and health and safety best practice and legislation
Skills & Abilities
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Experience in programme implementation, staff management and leadership
(ideally in the field conservation arena)
Project Management Skills
Policy Development or grant application experience
Experience of managing significant budgets
Excellent organisational and data management skills, including experience of
designing systems and processes
Excellent written and verbal communication skills
Proven ability to work collegiately with colleagues, teams and senior
managers in different disciplines
Must be culturally aware of the needs of international staff
Ability to respond effectively to change and manage others through the
process
Must be IT literate with significant experience of spreadsheet packages and
other software (Microsoft Office, Excel)
Capacity to assimilate, prioritise, analyse and interpret data
Ability to problem solve and make informed evidence based and timely
decisions
Must have a commitment to ZSL’s mission
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