Position: Regional Grants and Operations Manager
Reports to: Regional Director, Melanesia region
Location: Suva, Fiji
Country Program/Sector: Melanesia Regional Program
Position Type: Full-Time
Internal liaison: Regional Business Manager, Fiji Director, PNG Director, Solomon Islands Program Manager, Fiji/SI Finance Director, PNG Senior Operations Manager
Expected travel: Approximately 20% to project sites and field offices in Fiji, Solomon Islands and Papua New Guinea.
The Wildlife Conservation Society (WCS) is a US non-profit, tax-exempt, private organization established in 1895 that saves wildlife and wild places by understanding critical issues, crafting science-based solutions, and taking conservation actions that benefit nature and humanity. With more than a century of experience, long-term commitments in dozens of landscapes, presence in more than 60 nations, and experience helping to establish over 150 protected areas across the globe, WCS has amassed the biological knowledge, cultural understanding and partnerships to ensure that vibrant, wild places and wildlife thrive alongside local communities. Working with local communities and organizations, that knowledge is applied to address species, habitat and ecosystem management issues critical to improving the quality of life of poor rural people whose livelihoods depend on the direct utilization of natural resources.
Melanesia Regional Program Overview:
WCS Melanesia programs in Fiji, Papua New Guinea and Solomon Islands integrate community engagement, science-based conservation, outreach, and linking successful local conservation initiatives to regional and national policies. We take a “boots on the ground” approach, spending time living and working with local communities to collaboratively solve the pressing conservation challenges of habitat loss and degradation, overexploitation, and climate-change adaptation through innovative applications of community-based resource management (CBRM) and working with government to improve policy implementation.
The Regional Grants and Operations Manager will be responsible for overseeing compliance of WCS and donor policies and procedures around grants and subgrants management. S/he will also be responsible for overseeing implementation of WCS internal policies and national regulations regarding operations, as they relate to HR, knowledge management, health and safety, and security.
- Review all grant agreements and contracts within the region, including modifications, sub awards, and consultancy and service agreements, while ensuring compliance to grant and WCS policy. Work with NY departments to support negotiation and final signature.
- Ensure regional grant administration is on track and support country-level grant administration, including milestone tracking and reporting.
- Responsible for tracking compliance to donor requirements, such as financial and procurement regulations, visibility and branding, etc, from proposal through grant close out.
- Provide overall procurement oversight and vendor supply management, including liaising between country programs and NY Global Purchasing where needed.
- Support country programs in preparing bid documents, solicit and evaluate bids according to WCS and donor policies and guidelines.
- Support RBM with grant audits, in coordination with Regional Controller.
- Support Country Programs in understanding, through capacity building training, WCS grant management processes, systems, tools and donor compliance requirements.
- Coordinate subgrant compliance in the region, including supporting and monitoring Project Partners on grant administration and compliance – e.g., training to community-based organizations.
- Assist with proposal development by tracking proposal timelines.
Operations: Knowledge management/operational efficiency/compliance/HR
- Design and implement knowledge management system to track and save program information, including proposals, strategies, published science, and policy outputs
- Maintain program files and databases, including grants, contracts, proposals, financial records, milestone products, and grievances to ensure proper document management.
- Work with country offices and regional team to identify and implement efficiencies in the design, documentation and implementation of program processes and internal systems (including but not limited to: communications, partner engagement, IT, recruitment, procurement), whilst ensuring organizational policies and standards are upheld and legislative regulations are followed
- Ensure that security, health and safety strategies (including COVID-19 measures) are developed, regularly updated, implemented, communicated, available and adhered to by all staff, visitors and/or visiting consultants or partners to our field programs.
- For recruitment of staff and consultants, work closely with the Melanesia Regional Director, country management and hiring team to oversee the process from TOR development to contract.
- Bachelor degree required. Related program of study such as finance, accounting, economics or business preferred.
- Proven grant management experience in an international organization (3-5+ years) in a multi-funder environment required.
- Working knowledge of US federal regulations regarding fiscal management of federal funds such as OMB 2 CFR Part 200, Federal Acquisition Regulations, etc.
- Working knowledge of European Commission, UN agency and European bi-lateral rules and regulations a plus.
- Strong attention to detail and solid organizational skills required. Demonstration of proven capabilities with knowledge management systems.
- Effective “roll up the sleeves” work ethic; Demonstrated ability to work with a diverse team. Must be solution-oriented, and have strong problem solving and analytical skills.
- Excellent computer and systems skills required with respect to MS Office applications (advanced skills in MS Excel required). Major financial accounting and reporting software (SAP or equivalent) a plus.
Interested candidates, who meet the above qualifications, should apply by sending an application letter and CV together with the names and contact information of three references at the soonest possible time. Pre-screening will start on January 15th 2022.
WCS is an equal opportunity employer and the organization complies with all employment and labor laws and regulations that prohibit discrimination in hiring and ensures that candidates from all backgrounds are fairly and consistently considered during the recruitment process. We are dedicated to hiring and supporting a diverse workforce. We are committed to cultivating an inclusive work environment and look for future team members who share that same value. The organization provides equal employment opportunities for all qualified candidates. The organization does not discriminate for employment based on age, color, disability, gender identify, national origin, race, religion, sexual orientation, veteran status, or any other characteristic protected by laws and regulations.
Please note that only short listed candidates will be contacted for interview.