Rare inspires change so both people and nature thrive. Our organization is results-oriented and entrepreneurial, committed to working toward ambitious goals and creating measurable results.
It’s never been a better time to join Rare’s Fish Forever team and become part of an innovative global movement to transform near-shore fisheries (www.fishforever.org). Fish Forever – a partnership between Rare, the Environmental Defense Fund (EDF) and the University of California Santa Barbara (UCSB) – has ambitious objectives: boosting fish stocks; increasing the economic value of fisheries; feeding millions of vulnerable people; protecting the most biologically diverse marine habitats; contributing to climate change resilience; and building local leadership capacity to ensure sustainability. Together with our partners at EDF and UCSB, Rare is already making strides towards promoting widespread sustainable fishing practices in five countries.
The Manager, Operations is responsible for the operational day today needs of the program office by ensuring that Financial Management, Talent, Office Operations Management including Information Systems (IT), Logistics needs and Safety requirements are met based on Rare’s policies and procedures, local laws and regulations, and donor requirements.
The Operations Manager will exercise independent judgment regarding the following 5 areas of significance:
- Support Brazil Program Director by providing recommendations to support sustainable growth for the program while minimizing risk;
- Support the program budgeting and long-term financial planning processes in all its stages: planning, review, approval, and implementation of budgets; cash-flow management; preparing program/proposal financial documentation and donor reports in conformity with donor requirements and Rare’s policies and procedures;
- Process payments and international wire transfers, supervise the work of accounting consultants in all accounting-related tasks, review and approve monthly balance sheets.
- Ensure financial and accounting records are in compliance with donor requirements, local and national government regulations, and Rare’s policies and procedures;
- Ensure timely and accurate submission of financial and donor reports to the Finance department in compliance with Rare’s policies and procedures and systems;
- Monitor budgets, ensuring that program year-round expenditures are utilized based on the approved allocations and provide financial analysis and interpretation to management and project managers as required;
- Manage the annual audit of program financial records and ensures that all audit findings and observations are corrected and addressed after audit completion;
- Manage the relationship with bank establishments, accounting firm, insurance and other relevant service providers;
Contracts and Legal Compliance Management
- Draft legal contracts and agreements, liaise with legal counsel and overseas colleagues to ensure contracts are in compliance with local laws and Rare´s global standards;
- Negotiate and manage contracts related to local service providers and consultants, donations and collaborations with partners, and other operational and programmatic activities in compliance with Rare´s policies and procedures;
- Support all changes in the organization´s institutional documentation with local government and membership with relevant agencies in Brazil, liaising with local legal support and notaries;
- Manage and coordinate all the required work in Brazil regarding national authorities’ due diligences, ensuring that Rare Brazil is complying with Brazil’s law for non-profits organizations (labor law; tax and fiscal laws).
Talent/Human Resources Management
* Ensure compliance with local labor laws and regulations and Rare’s global policies and practices;
- Oversee local recordkeeping and documentation related to recruitment, payroll, benefits, safety, training;
- Process payroll payments and supervise local accounting firm activity regarding documentation and payment of all employment-related amounts.
- In coordination with global Talent team, assess policies and practices that increase staff safety and awareness with the local environment;
- Act as local liaison for the Talent global team to support global balanced scorecard metrics related to building Rare culture, increasing staff engagement, and supporting training initiatives that create career development opportunities for our staff.
- In coordination and alignment with the talent department (Rare in Arlington), identify and recommend best policies and practices in accordance with Brazil’s culture and best cost & benefit services available, in order to retain talents.
- Draft contracts and work in collaboration with local accounting service providers to manage all hiring and lay-off activities;
- Provide and arrange training to ensure program staff are well-versed in operational matters;
- Manage local organizational structure efforts in the area of operations ensuring roles, responsibilities and workflow are clear among the operational staff.
- Provide logistic and operational support to any events, meetings or required activities of Rare.
- Prepare Work Plans, GANNT charts and budgets for program-related activity;
- Manage activity-specific budgets through periodical monitoring of payments, provide guidance to staff on logistic-related expenses, ensure activities are properly funded in accordance with accounting and organizational best-practices;
- Supervise staff in charge of logistical support to ensure tasks are performed according to plan and in a timely manner;
- Review all service-provision contracts negotiated by staff considering Rare´s best interest;
- Assess program operations performance and take steps to address and remedy areas of concern.
IT and Office Management
- Facilitate compliance with Rare IT global policies and support regional staff with their IT needs
- Locate and vet local IT partners and act as a liaison between local vendors and the Arlington IT department, managing IT outsourcing services on a day to day basis;
- Help coordinate shipping of equipment between the regional office and HQ;
- Bring regional technology needs to attention of the IT department;
- Ensure that program office holds adequate insurance and that staff and physical assets have a secure environment to operate;
- Maintain efficient use of program resources making sure that administrative services are provided in a timely and cost-effective way;
- Oversee any office space-related changes to accommodate staff´s needs in a growing environment, including identifying contractors, service providers and additional office space as needed.
- Lead local “greening” efforts that make Rare a socially responsible and environmentally conscious employer. *Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
A Bachelors degree minimum, Masters degree preferable and 5+ year administrative/operational experience in an office environment with exposure to Operational functions strongly preferred.
- Proven financial management skills and experience in budget preparation and management (1.5 million plus) and demonstrated ability to accurately and efficiently review and analyze detailed information.
- Experience with diverse funding environment including US and European governments, multilaterals, and large foundations preferred.
- Familiarity with the requirements for successfully managing a nonprofit organization under program law.
- Knowledge of local fiscal and labor requirements required.
- Supervisory experience helpful.
- Excellent organizational skills and ability to prioritize and multitask.
- Effective communication skills.
- Demonstrated ability to work effectively with all levels of employees in a team setting.
- Demonstrated ability to handle confidential and sensitive issues and information.
- College degree in finance or business administration.
- Thorough knowledge of Microsoft Office (especially MS Excel).