Zoological Society of London (ZSL)

Job Description

Job Title:Programmes Administrator

Department:Conservation Programmes

Responsible to: Operations Manager& Senior HR Business

Advisor on all HR matters.

Responsible for: N/A

Approved by:

Job Holder: New Post

Head of Department or Director:Jonathan Baillie

Date:15th April 2014

Job Description reference number:

ZSL

The Zoological Society of London (ZSL), a charity founded in 1826, is a world-renowned centre of excellence for conservation science and applied conservation. ZSL’s mission is to promote and achieve the worldwide conservation of animals and their habitats. This is realised by carrying out field conservation and research in over 50 countries across the globe and through education and awareness-raising at our two zoos, ZSL London Zoo and ZSL Whipsnade Zoo, inspiring people to take conservation action.

Position required

This position reports to the Conservation Programmes department’s Operations Manager and is responsible for supporting the operation of the society’s field conservation projects overseas and in the UK in administrative arenas.

The position is for one year in the first instance, to allow time to evaluate specific needs for the future, and will be flexible in nature in order that the post-holder’s time can be allocated to where it is most needed, within the areas outlined below.

The post-holder will work closely with the Operations Manager and Grants Co-ordinator, the ZSL HR and Finance departments, the Conservation Programme Managers, and appropriate staff within their programmes,

Main responsibilities

HR

  1. Review request to recruits, job descriptions and job adverts for vacant positions on behalf of HR as and when necessary ensuring ZSL HR standard templates are used.
  1. Create volunteer agreements and employment and consultancy contracts on behalf of HR using ZSL HR standard templates, ensuring all roles and grades fit within the staff structure.
  1. In liaison with HR ensure all staff benefits are in line with ZSL policy and in budget.
  1. Maintain an up to date file of personnel forms.
  1. Update the field manual as and when necessary.
  1. Review the staff structure and liaise with HR and Field Support Group to update where necessary.
  1. Work with ZSL HR and in-country staff to ensure we comply with employment laws in country and maintain a reference file per country.
  1. Liaise with in-country staff to ensure ZSL policy and procedure is being followed unless this conflicts with local laws. Maintain a record of any conflicts for each country.
  1. Provide an induction for new staff which covers HR, H&S and finance procedures.

Health & Safety

  1. Maintain the database of all travel taken by CP personnel and update the insurers.
  1. Issue insurance packs and policy summary to personnel and liaise with personnel and the insurers re any claims where necessary.
  1. Check all risk assessments and H&S policies have been completed satisfactorily before ITTORS (travel forms) are authorised.
  1. Arrange first aid courses, refresher courses and emergency scenario sessions.
  1. Ensure all staff are familiar with the incident management plan and the emergency contact list is kept updated.
  1. Work with project staff to ensure the H&S policy is implemented, the checklist completed and any issues addressed; all first aid kits kept up to date, all sat phones in credit etc.
  1. Ensure all in-country emergency evacuation plans are up to date and all personnel are familiar with them.

Financial administration

  1. Reconcile expenditure reports sent from field projects ensuring documentation is audit worthy.
  1. Provide budgetary / finance support to Conservation Programmes staff in producing and submitting funding proposals.
  1. Track grant budget expenditure and provide regular updates to Programme and Project managers on actual vs expected spend.
  1. Assist programme staff in resolving and correcting anomalies and mistakes within both the ZSL central financial recording system and the project records.
  1. Inform finance of the salary cost codes for any new staff or changes in positions.

ZSL Projects database

  1. Assist CP personnel in ensuring that all records for field conservation projects are kept up to date and accurate in the society’s online database the ZSL Projects Database (ZPD)

Other administration

  1. Review MOU’s, agreements and contracts relating to partnerships or commercial relationships, ensuring they are authorised by the appropriate person.
  1. Assist in training project personnel in using the finance system and the ZSL policies and procedures.
  1. 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 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.

Qualifications, Knowledge and Experience Required

1.Sound experience in administration, preferably with an HR/ Health and safety focus

2. Ability to handle confidential information professionally

3.Excellent written and spoken English

4.Strong organisational, interpersonal and presentation skills

5.Good communication skills

6.Proven ability to work effectively with teams and senior managers

7.High level IT skills; proficient in MS Office, Word, and Excel

8.Basic level accounting knowledge and experience

9.Previous experience in a charity/NGO setting or working with people based in remote locations is desirable

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