Operations and Administration Officer – BirdWatch Zambia
Background – BirdWatch Zambia
BirdWatch Zambia – BWZ, formed in 1969, is an independent, national conservation society made up of paying members. BWZ is the Zambian partner in BirdLife International. We promote public interest in and appreciation of birds and are involved in research, monitoring, education, and advocacy, focused on the Important Bird Areas (IBAs) of Zambia.
Contract: One-year fixed-term contract.
Location: BirdWatch Zambia office, Lusaka,
Line Manager: Team Leader BWZ
Reporting to: BirdWatch Zambia Executive Committee
Responsible for: Reviewing and updating all management, financial, and operational processes in the organisation, ensuring that BWZ can capitalise on a period of expansion and development. The Operations and Administration Officer will be part of the Senior Management Team (SMT) and will assist this team in implementing the organisation’s new 5-year Conservation and Organisation Development Strategy, securing the organisation’s expansion and supporting the potential further growth of the organisation. The job holder will also manage a core team of staff overseeing finance, communication, Human Resources, Health and Safety, and other core support services for the technical teams.
Role
The Operations and Administration Officer plays a pivotal role in a dynamic and mission- driven Organisation. As well as having overall responsibility for the day-to-day running of the office, the Operations and Administration Officer will cover the administration, Health and Safety, and Human Resources aspects of the organisation. He/she will also support the implementation of new processes and procedures and help BWZ manage data to support growth.
We are looking for a strategically minded Operations and Administration Officer with business management experience, a strong financial background with a firm understanding of budgeting and budget monitoring, to review existing systems relating to finance, project management, organisational management, and data/information. This review exercise will be carried out in collaboration with BWZ technical team and the Executive Committee and requires extensive internal consultation to ensure the organisation’s ethos, distinctive management structure and flexible ways of working are maintained as far as possible.
The Operations and Administration Officer will lead the process of developing and implementing new or improved systems. The ultimate objective of the review and improvement of our processes is to increase efficiency, secure long-term stability/funding for the organisation, capitalise on our existing strength and the vast amount of information generated over the past 56 years, and improve employee satisfaction. Another key objective is to allow SMT members with a technical and research background to better focus on key elements of BWZ’s strategy, including fundraising, technical direction of projects, policy and research.
Ultimately, the Operations and Administration Officer will be responsible for ensuring that staff and the organisation’s Sub-committee/ Executive Committee have timely and accurate financial, project, and resource allocation information needed to run the organisation efficiently. This is a new position that requires a creative, dynamic and enthusiastic person who works well as part of a team whilst being self-motivated and ambitious.
This role represents an opportunity to make a real impact in an ambitious and growing organisation and help us to make a difference in Zambia’s birds and biodiversity conservation.
Job description
1.Administration and facilities management:
a) First point of contact for all inquiries to the organisation.
b) Day-to-day management of the BWZ Office. Main contact for the building’s landlord and organise all property-related maintenance. Responsible for general facilities management, including office organisation, cleaning, supplies, archive management etc
c) Co-ordinate and organise Staff meetings
d) Provide administrative support to project work when required.
e) Be main contact for IT Services, ensuring the organisation’s IT needs are met.
f) Undertake other duties as the Sub-committee/Committee may require from time to time require.
g) Forge and manage strategic relationships with key government partners, donor community, development agencies and civil society organisations and research institutions.
2. Human resources:
a) Responsible for the preparation of job advertisements, application screening, interviews, selection process, interview follow-ups and administers pre-employment checks as required.
b) In consultation with the Sub-committee, responsible for the preparation of contract and accompanying documentation for new hires, or changes in pay, status or benefits
c) Manage sensitive and confidential matters including employee relations, organization changes, and to protect the security of information, data and files.
d) Interpret, assist and advise employees regarding leave management and benefit administration, and HR procedures and policies within the specified guidelines and legislation.
e) Maintain employee files by handling changes in employee status in timely manner.
f) Act as the first point of contact for staff for human resources administration and advice.
g) Annually review or as necessary BWZ policies and procedures.
h) Co-ordinate Annual Reviews for all staff.
i) Carry out personnel-related record keeping, such as sick and holiday leave.
j) Support and advice the whole team on HR related matters, such as conflict resolution, performance review, flexitime, resource planning and time allocation. etc.
k) Handle employee induction, disciplinary processes, and exit interviews.
l) Project management and information systems, including project setup, finance, and progress tracking.
m) Data and information management including historic and current survey data and site- specific information from practical projects.
n) Internal and external communication including social media.
3.Internal Communications:
a) Coordinate and chair staff fortnightly team meetings.
b) Guide BWZ staff to ensure communications work, including reports, follows the brand guidelines.
c) Developing and supervising the implementation of the staff training programme,
working with Technical and Core staff and external partners.
d) Coordinating the annual assessment, salary benchmarking, and skills audit for Sub- committee.
e) Ensuring staff are using existing project and information processes by ensuring that support and training are provided as needed.
f) Ensure that Sub-committee (monthly) and the Full Committee (quarterly) meetings are provided with adequate data and analysis for effective management decision- making.
g) Full member of Office Sub-committee and attendance at Executive Committee – meetings.
h) Support the implementation of the new Strategic Plan, working primarily with the Technical and Core Staff.
4.General
a) Ensure that you understand the BWZ’s strategy for biodiversity conservation and that you represent the views of the organisation in your work.
b) Contribute positively at internal and external meetings and to the maintenance of a constructive working environment.
c) Undertake other duties your line manager or other members of the Senior Management Team/Sub-committee may from time to time require.
5.Person specifications
5.1 Experience/skills
a) Proven experience in Operations and Business Management or equivalent experience.
b) Degree or similar qualification in a relevant subject.
c) Experience of managing operations in small to medium-sized organisations, either in the NGO or private sector.
d) Organised, methodical and conscientious: able to juggle and prioritise multiple cases, inquiries and tasks, and work efficiently to meet tight deadlines.
e) An ability to work as a friendly and constructive member of a team, working toward common goals to deliver high-quality conservation projects.
f) Good IT skills including standard the MS Office suite; familiarity with financial management and other systems software would be an advantage. (Necessary}
g) Full current driving license.
5.2 Personal qualities
a) Ability to work and manage time independently.
b) Team-oriented and comfortable working with a wide range of partners.
c) Attention to detail and able to deliver on time.
d) Reasonably flexible attitude to working hours (we aim to be generously flexible for those with childcare commitments).
e) Excellent time management and other organisational skills.
f) Good interpersonal skills, approachable, and professional.
What we have to offer
At BWZ, we value employees’ unique views and encourage them to develop their interests. Besides paying a competitive salary, we also offer the following benefits:
a) 35-hour week
b) 24 days of annual leave
c) Mobile phone allowance
BirdWatch is an equal opportunity employer – Contact Birdwatch.zambia@gmail.com with the subject – Operations and Administration – Officer – Applications should be sent by 14 June 2025
