Operations Director, China Program
Term: Regular, Full-time position.
Conservation International (USA) Beijing Representative Office is registered with Beijing Public Security Department under the Overseas NGO Management Law of China (“CI China”).
The Operations Director will be responsible for and oversee the Finance, Human Resources, Grants Management, Legal, IT and Administrative functions of the program. The incumbent will guide the program to develop and implement sustainable management strategies, support fund raising / business development efforts, set standards related to operational management, and ensure that human and financial resources are aligned and maximized for the greatest conservation impact. This position reports directly to the Executive Director of China Program and coordinates and liaises closely with the Program’s Senior Management Team (SMT) but also closely collaborates with the Asia Pacific Field Division Operations Director, Regional HR Business Partner and with CI-HQ. The Director will innovate toward effective processes and drive change wherever needed to ensure efficiencies in Operations.
Primary duties of the Operations Director:
Lead the process and ensure any necessary actions to be taken to meet the requirements of the Foreign NGO Management Law, ensure CI’s presence in China is legitimate and 100% compliant with the laws;
Implement practices and guidelines in the areas of Finance, Grants, Human Resources, Administration, Legal and IT to ensure attainment of program business plans for growth and sustainability;
Support the implementation of Project Management practices and guidelines in consultation with Executive Director of China Program and Program/Project Leads, ensuring sound and effective management of donor projects across the program;
- Lead Financial Management to ensure sustainability, efficiencies and effectiveness;
- Provide strategic direction to ensure sustainable growth for the program while minimizing risk.
- Lead the program budgeting and long term financial planning processes in all its stages: planning, review, approval and
- Ensure financial and accounting records are in compliance with donor requirements, local and national government
regulations and CI policies and procedures. Review transactions to ensure accuracy to minimize risk, errors and fraud.
- Monitor monthly budgets, ensuring that program year-round expenditures are utilized based on the approved budget.
- Ensure that all disbursements are within the ceiling, and that major deviations, if any, are justified and approved both by CI
and donor organizations.
- Ensure monthly financial reports are provided and understood by Program Leadership, Cost Center Managers and Project
- Provide strategic advice on the development of budgets for project proposals in concert with program work plans.
- Manage internal control systems and procedures. Based on CI Operational Policies and Procedures and local and
national regulations, leads the development and implementation of internal control mechanisms within the program in order
to safeguard all assets (i.e., cash, supplies, and CI property and equipment) from loss or from any unauthorized use.
- Supervise the annual audit of the financial records of the national and project offices and ensure that all audit findings and
observations are corrected and addressed after audit completion in a timely manner.
- Lead the allocation of shared office resources in the field offices to ensure longer term financial sustainability of the
- Provide financial analysis and interpretation to management.
- Work autonomously to address issues as they arise and advise Senior Program leaders on all aspects of Operations to a
degree that ensures the program is run smoothly and effectively.
- Ensure timely and accurate submission of financial reports to Finance-HQ in compliance with CI policies & procedures.
Lead the Human Resources function, ensuring that HR programs are developed and implemented effectively and in compliance
with local and global standards, policies and practices;
- Provides Field Division Vice-president, Field Division Operations Director, Regional HR Business Partner, China Executive Director and Senior Management Team with strategic guidance and advice on decisions and issues that impact the staff.
- Ensures compliance with both CI global policies and local labour laws.In coordination with the HR-HQ, supervise and ensure the full implementation of CI’s global programs
- Ensure administration and competitiveness of program staff benefits.
- Working with the team, ensure documentation of HR processes, including recruitment and selection and maintenance of all program staff’s official permanent records in compliance with legal requirements of the local labor laws and other local codes.
- Ensure that the Performance Management cycle is understood and implemented by all supervisors and employees of the program, overseeing that the annual Performance Appraisal process is done in compliance with corporate guidelines.
- Assesses staff training needs and recommend/design/implement training programs for staff development and capacity building.
- Provide advice to senior management team on issues related to employee relations, including Performance, Anti-discrimination, EOE, Conflict Resolution, Formal Complaints, Harassment, and terminations as necessary.
Provide oversight and guidance over contractual, external grants and incoming donor agreements;
- Coordinate and support the implementation of Project Management practices and guidelines in consultation with Executive
Director and Program/Project Leads and ensures sound and effective management of donor projects across regional program.
- Coordinate and work closely with the China Executive Director and other program units (i.e. Fund Raising and Grant
Management Unit) to ensure implementation, proper oversight over external grant making processes, including review and
evaluation of proposals, risk assessment of applicants, drafting of agreements, development of appropriate monitoring program,
review of financial reporting, close outs, and associated documentation and record keeping.
- Coordinate and work closely with other program units (i.e. fund raising and program) to ensure proposal budgets are
appropriate to the program and in conformity with CI policy and donor requirements; program managers manage their work
plans and budget and in conformity with donor requirements; donor communications appropriate and adequate.
- Ensure contracts are awarded and managed in conformity with CI’s procurement and contracting policies and procedures.
- Ensure timely closeouts of donor and external grants in line with CI Policies and Procedures.
Ensures effective and efficient Program Operational capacity
- Leads staffing and organizational structure efforts in the area of operations ensuring roles, responsibilities and workflow are
clear among the operational staff.
- Serves as field advocate by facilitating feedback from field staff to HQ and vice versa on policies and procedures.
Reports on all that’s requested by CI China Executive Director and other CI relevant departments globally. In all functions, the Director will ensure compliance with local and global standards, policies and practices.
Required Skills and Qualification
Masters Degree or higher education in Accounting/Finance and/or Business Management;
With at least 5-10 years of relevant and appropriate experience in conservation work in a top level operations management position;
Experience with diverse funding environment including US and European governments, multi-laterals, and large foundations
Proven capacity to build teams and interact as a constructive team player in multidisciplinary and multicultural environments;
Excellent written and verbal communication skills including the ability to communicate effectively in English
Proven skills in conflict management, problem solving and management of change;
Analytical: Utilizes effective problem solving and decision making models
High-level skills in use of standard accountancy software including MS Excel
Capacity to analyze trends and tendencies and to translate this information in the review and development of the program’s strategic directions
Capacity to plan, prioritize and implement with a strategic approach
Facilitate and involve strategic contributors in key decision-making processes allowing senior management team to reach agreement
Supervisory Responsibilities / Authority Allocated
This position has the authority to make financial, administrative and human resource decisions within the guidelines and agreements of the approved budgets and plans for the program with prior consultation with the Executive director of China Program, Asia Pacific Field Division Vice President and Field Division Operations Director.
The position is autonomous to directly contact colleagues and operations support from the Headquarters.
Co-chair, with the Executive Director of China Program, the management team with objective of forging consensus on operational issues for the portfolio of conservation outcomes and all elements of the strategy to deliver on outcomes. This team is the forum that provides advice in decisions affecting the country program.
This position needs to exercise a high level of creativity and strategic thinking to efficiently manage the country program and build the local capacity within environments that are complex and full of challenges. It needs to be proactive to identify opportunities and trends for the achievement of the institutional goals.
This position will travel 20% of its time to the Project offices; within the Asia-Pacific area and/or CI’s headquarters.
The Operations Director models behaviors that mirror living the mission and values of the organization, inspires and guides its team to strive for achieving CI’s vision and builds CI’s credibility and reputation among partners, local authorities nd peer international NGOs. Have a strong and integrated personality, accountability, good interpersonal relationship to work in a team.
The deadline: Nov. 30, 2018
Please send your resume (Chinese and English)and reasons (300words max)for applying this job to ci-chinaHR@conservation.org and indicate the title of “Operations Director, China Program+ Name” in the subject of your email.