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CONTACT

Phone

+26 0211 259871

Country Office:  

Plot 2374 Leopards Hill Road,

The Village, Lusaka, Zambia

Email:

info@gamerangersinternational.org

GRI – Chief Operations Officer (COO)

General Overview

The GRI – Chief Operations Officer (COO) will be responsible for the efficient and effective, day to day implementation of all administrative and operational functions within GRI to deliver an agreed Strategy via Annual Work Plans and associated Budgets.

The COO will serve as the second in command (2ic) at GRI and will work very closely with the Chief Executive Officer (CEO) to support the roll-out of GRI’s Mission, Vision and Values.

The COO will be responsible for ensuring that all personnel within the organisation undertake their day to day duties in accordance with GRI’s Policies, Protocols and Procedures (the 3P’s) and with the highest levels of professionalism, good governance, transparency and accountability at all times.

The COO will report to the GRI – CEO, the Board of Trustees and will be a senior member of EXCO

The role includes but is not limited to the following responsibilities:

1.  Support to the GRI – Chief Executive Officer (CEO)

  • Work closely with the CEO in relation to the development, refinement and day to day roll out of the GRI Strategic Plan, via agreed Annual Work Plans and associated Budgets.

  • Provide regular updates to the CEO in relation to the on-going implementation of the Annual Work Plan and associated Budgets.

  • Develop a thorough understanding of the ‘DNA of GRI’, which includes the Mission, Vision and Values, as well as the Brand to help nurture a greater sense of awareness and ownership of this DNA across the entire organisation.

  • Develop a thorough understanding of the history (Successes and Challenges) of GRI to date and provide meaningful support and input toward its on-going, sustainable future.

  • Maintain a thorough understanding of ‘The 3P’s’ within GRI to ensure that all Departments and their respective projects, including Shared Support Services are operating on a day to day basis to the highest levels of professionalism, good governance, transparency and accountability at all times.

  • Support the CEO to foster a growing sense of pride, humility and team spirit within GRI.

  • Support the CEO to foster a growing sense of ‘One GRI’ across the entire organisation.

  • Help develop and fine tune the on-going evolution of GRI at an administrative and operational level, which will serve as a scalable and replicable model of success for future roll-out into other landscapes.

  • Liaise closely with the CEO to develop any and all draft doctrine, which will enhance GRI’s Policy, Protocols and Procedures (The 3P’s), for presentation to the Board and EXCO for approval.

 

2.  Support to Departments, Projects and Shared Support Services*

  • Serve as the day to day line manager for all Department Heads and Shared Support Services1.

  • Provide all relevant and necessary day to day operational and administrative support to Department Heads and their respective projects, including Shared Support Services1 to ensure that Annual Work Plans and associated Budgets, including all agreed Targets are being implemented and achieved in the most efficient and effective way.

  • Support Department Heads and their respective projects, including Shared Support Services1 to ensure that all reports are delivered to the CEO in a timely manner.

  • Ensure departments and their respective projects, as well as all shared support services are being managed to the highest standards and in accordance with all GRI – Policy, Protocols and Procedures (The 3P’s).

  • Liaise with Department Heads to undertake regular field visits to all project sites to build a mutually respectful relationship with staff at all levels and to maintain an up to date understanding of all operations, including all successes, risks, threats and challenges.

Shared Support Services* – this relates to Workshops, Maintenance & Developments Team, as well as any other shared support service across one or more departments

3.  General Management & Administration

  • Maintain day to day responsibility and oversight of all general management and administration functions at the Zambia Country Office to ensure that departments and their respective projects are receiving maximum levels of support to successfully implement their Work Plans and associated Budgets.

  • Ensure GRI is compliant with all Statutory Obligations, at all times, including all relevant Company and NGO registrations as defined and required by law.

  • Build and support a strong and reliable administrative team at the Zambia Country Office that is able to adequately meet the administration needs of GRI.

  • Provide day to day mentorship and capacity building, as needed, to all members of the administrative team at the Zambia Country Office.

  • Actively encourage and support the team at the Zambia Country Office to feel an important and integral part of the day to day conservation effort within GRI.

  • With the approval of the CEO and in accordance with GRI – Policy, serve as an Accountable Person for the signing of legal and financial documents.

4.  Finance – in the absence of a substantive Chief Finance Officer – (responsibilities in relation to this component to be reviewed once Chief Finance Officer position becomes a reality)

  • Support the Finance Manager to maintain day to day oversight of all financial management within GRI.

  • Support the Finance Manager to ensure that all financial transactions within GRI are in alignment with the Annual Work Plan and Budget.

  • Support the Finance Manager and all departments and projects to ensure that viable Annual Work Plans and associated Budgets are prepared and submitted to the CEO in a timely manner, including updates.

  • Support the Finance Manager to undertake and present to the CEO regular financial reviews and cashflow forecasts to mitigate financial risk and exposure to GRI.

  • Support the Finance Manager to ensure that GRI’s Books of Account are maintained in good order on a day to day basis and are available for successful audit on an annual basis.

  • Support the Finance Manager to ensure that GRI remains compliant and up to date with all statutory requirements related to finance.

  • Support the Finance Manager to ensure that all Financial Reports and Analysis are presented to the CEO in a timely manner.

  • Support the Finance Manager to ensure that GRI remains compliant with all donor specific financial monitoring, reporting and expenditure controls.

 

5.  IT & Data

  • Maintain day to day oversight and overall management of all IT & Data Management within GRI – Zambia, in accordance with the GRI – Data Management & IT Policy and SOPs.

 

6.  Human Resources

  • Maintain day to day oversight and overall management of all Human Resources within GRI to maximise efficiency and effectiveness of these assets within the organisation.

  • Support the HR Manager to ensure that all staff are being managed on a day to day basis in accordance with the GRI – Human Resources Policy and SOPs.

  • Support the HR Manager with external labour related organisations such as the Ministry of Labour, Home Affairs or Trade Union representation.

  • Undertake programmed appraisals of Senior Management Team & Technical Advisors.

  • Support the HR Manager to undertake programmed general staff appraisals.

  • Support the HR Manager to ensure that all international staff are in possession of the required legal paperwork to be employed, or contracted in Zambia, including volunteers and interns.

  • Support the HR Manager to ensure that all persons representing GRI are aware and respectful of all political, cultural and traditional sensitivities.

  • Support the HR Manager to ensure that all staff within GRI, including volunteers and interns are provided with adequate Duty of Care, including appropriate and relevant medical cover.

  • Endeavour to nurture a positive and empowering team spirit within GRI at all times – ‘One GRI’.

7.  Income and Fundraising – in the absence of a dedicated fundraising team

  • Oversee the Income and Fundraising function working closely with the CEO.

  • Actively seek to directly support and encourage any and all personnel in GRI tasked with, or wishing to undertake a local fundraising event/activity.

  • Actively seek to directly support and encourage departments and their respective projects to identify and apply for grant funding to implement agreed objectives, as per the Work Plan and associated Budget.

  • Actively seek to directly support and encourage the Volunteers Programme to maximise the number of volunteers loading onto the programme per annum.

  • Actively seek to directly support and encourage the sale of merchandise and other agreed products to contribute toward the revenue generation efforts within GRI.

  • Liaise closely with the CEO to support new ideas and new business to enhance income and fundraising efforts within GRI.

  • Support department heads and project managers to host film crews, journalists and other media related personnel wishing to visit and undertake work within GRI project sites.

  • Actively seek to build relations and networks within Zambia and beyond to compliment in-kind and financial support to GRI.

  • Encourage and lead all staff within GRI to actively participate in all GRI fundraising events as and when required.

  • Actively ensure that departments and projects thank and appreciate all donors and supporters of GRI in a sincere and timely manner.

8.  Communications and Public Relations

  • Ensure that departments and projects provide regular photos and stories to the Communications Officer to enhance social media presence and to help augment the fundraising efforts within GRI.

  • Liaise closely with the Communications Officer, department heads and project managers to develop and distribute an inspiring quarterly GRI Newsletter, in hard copy and via Social Media to all project sites within GRI, to inspire and motivate staff at all levels and to develop a sense of ‘Shared Consciousness’, which helps to promote a feeling of ‘One GRI’.

  • Actively motivate, encourage and recognise the efforts of all staff, at all levels, via Social Media platforms.

  • Establish viable Social Media platforms across the length and breadth of GRI to facilitate and empower the transfer of relevant and pertinent day to day information, which will enhance the efficacy of all operations and administration efforts within GRI.

  • Ensure that all staff are adhering to the 3P’s related to internal and external communications.

9. Vehicles and Assets

  • Maintain day to day oversight and overall control of all vehicles and assets within GRI.

  • Develop draft GRI – Vehicles and Assets Policy and SOPs.

  • Ensure Fixed Asset Registers are kept up to date.

  • Ensure all vehicles and assets are maintained and stored in a safe and reliable working (serviceable) order.

  • Ensure all vehicles are adequately insured and taxed according to Statutory Obligations.

  • Provide a monthly analysis of vehicle usage to the CEO.

  • Ensure all drivers are fully conversant with and adhere to the GRI – Vehicle Usage Policy.

10. Donors, Partners and Stakeholders

  • Liaise closely with the CEO, as well as department heads and project managers to nurture and strengthen strong working relationships with all existing donors, partners and stakeholders.

  • Liaise closely with the CEO to actively seek and build relationships with new donors, partners and stakeholders who will enhance the Mission, Vision and Values of GRI.

  • Liaise closely with Department Heads and Project Managers to ensure that all donors, partners and stakeholders feel adequately engaged and reliably informed via regular updates and reports in relation to their support and engagement with GRI.

  • Liaise closely with the CEO to identify, maintain and develop key strategic relationships with critical stakeholders and partners (such as DNPW) in Zambia and abroad, as may be required.

  • Actively support and participate with/in donor visits to GRI, as required.

  • Liaise closely with the CEO prior to the sign off of any and all Technical Partnerships, MoUs and Agreements connected to GRI.

11. Risk Mitigation: -

  • Maintain oversight of any and all day to day measures within GRI to mitigate risk within the organisation at an operational level.

  • Develop a draft GRI – Risk Mitigation Policy and SOPs.

  • Ensure that GRI – Zambia has adequate Public Liability cover.

  • Ensure that regular Risk Assessments are undertaken at all project sites and where possible adequate Health & Safety measures have been implemented to mitigate risk.

  • Ensure that all persons entering or working within GRI are aware of the risks associated with working in and around GRI project sites and have signed an Indemnity Form.

 

12. Other roles and responsibilities: -

  • TBC

TO APPLY

 

Please submit all applications to HR Manager Alice Chimbini

alice@gamerangersinternational.org 

Please include 2 Referees, your CV and a Cover Letter highlighting why you are the right person for the job.

 

Applications must be received no later than mid day on 10th January 2020.  

 

Successful candidates will be shortlisted and notified by email.