Conservation Programme Assistant Frankfurt Zoological Society - Serengeti National Park

FZS is recruiting a Programme Assistant to support the Africa Director, based in the Serengeti National Park, Tanzania 

Purpose of the job: Provide daily administrative assistance to the Africa Director to include leading on support for human resource development. Represent FZS in Africa to the general public, governments, the media and other NGO’s, and provide key support to fundraising and PR. Although administrative in nature, this role requires someone with conservation experience and interest as the position is well placed to learn from and contribute to high level conservation strategy, planning, funding, PR and management.

Position in the organisation: Reports directly to the Africa Director, in support of the Africa Regional Office (ARO)

Location: FZS office Seronera, Tanzania. Occasional travel to projects and FZS headquarters as required

Programme responsibilities

• Assist the Africa Director compile the annual conservation programme budget for the Africa Department, including FZS and donor funds
• Assist the Africa Director compile project and programme documentation
• Assist the Africa Director compile the annual report for the board

Fundraising responsibilities

• Support to programme and project leaders in third party fund acquisition
• Support the Africa Director in top donor liaison, assist with facilitation and logistics of all guests to ARO
• Draft funding proposals as directed by the Africa Director

Presentation, networking and co-operation

• Network with relevant partners and stakeholders
• Undertake activities as directed by the Africa Director to help strengthen FZS visibility in Africa and on the global level
• Undertake activities as directed by the Africa Director to help strengthen networking, cooperation and learning processes between FZS projects
• Develop co-operations with scientific institutions for conservation purposes

Administrative responsibilities

• Draft/prepare or answer correspondence on behalf of the Africa Director.
• Process incoming and outgoing mail, answer straightforward enquiries or judge when to forward to other individuals/departments; chase for information as required.
• Act as first point of contact for all enquiries/queries (telephone, e-mail, voicemail, correspondence, visitors) to the Africa Director’s office; answer, provide or exchange information, take messages, etc.
• Co-ordinate and organise travel arrangements for the Africa Director and other members of ARO: to include hotel reservations, travel tickets, itineraries
• Make necessary preparations for informal and formal meetings:  book meeting rooms, provide associated documentation, background material, chase for information as required
• Draft agendas, attend meetings and take minutes/notes, produce minutes for agreement, circulate and take all follow-up action, as directed by the Africa Director.
• Meet and make welcome all visitors to ARO. Offer and provide refreshments, show visitors around, as required.
• Process Africa Director ’s expenses and invoices accurately and on a regular basis – in accordance with Finance Department’s procedures and deadlines.
• Maintain/establish appropriate office systems: paper and IT files, archiving, message books, bring-forward systems, diaries, office records, financial records, stationery supplies etc.
• Undertake research as directed by the Africa Director
• Maintain Director’s contacts list
• Support the Director in the production of Power point presentations and manage image system within the departmental systems.
• Ensure the office is open and staffed according to bookings and services.
• Undertake any other duty allocated by the Africa Director

Human resources and staff development

• Support the Africa Director to provide line management and supervision and ensure that staff training needs are met.
• Ensure the regular audit of personnel files, develop and manage effective systems for keeping records of salaries, leave, staff expenses, supervision, training etc
• Support the Africa Director to strengthen the FZS organizational culture in the following fields
• Contribution of staff to FZS development
• Personal responsibility
• Motivation
• Communication
• Transparency and good governance
• Identification with FZS
• Innovation and efficiency
• Conflict resolution

Terms

A salary of 18,000 Euros per annum (tax free) will be offered, based on qualifications and experience. The position will be based in the Serengeti National Park with occasional travel to other areas within Africa as needed. 

Additional benefits include:

• Basic housing
• Medical insurance, including emergency evacuation cover
• 6 calendar weeks paid leave
• Transport is provided in accordance with FZS policy

A one-year renewable contract with trial period will be offered starting as soon as possible in 2013

Application Procedure:

Interested candidates should send a CV and cover letter to robertmuir@fzs.org by 15th December 2012.  The cover letter should clearly demonstrate the suitability of the candidate for this position and include a description of their four most important character traits that will contribute to their success in post. 

Only candidates shortlisted for interview will be contacted.