Job Description

Job Title: Programme Coordinator

Section (optional): Regional Programmes

Department: Conservation Programmes

Directorate: Conservation and Policy

Responsible to: Deputy Programme Manager, Africa

Approved by:

Head of Department/ Director: Director of Conservation and Policy

Job Evaluation Committee Reference Number:

Grade Allocated: 6

Date Allocated: 01/08/2019

Team Chart

Director General

Director of Conservation and

Policy

Acting Head of Regional

Senior Programme Manager, Africa

Deputy Programme Manager, Africa

Programme Coordinator,

Regional (VACANT)

Camera Trapping Research Assistant

Overseas Teams, Africa Wider UK Team

Overseas Team, Asia Wider UK Team

International Operations Team

Global Programmes Team

Conservarion, Finance and Enterise

Team

Conservation Policy Team Technical Team

PA to Director of Conservation and

Policy

Key Purpose of the Job

This role will work with the Regional Programme Management team and other programme staff both in the UK and overseas to ensure effective delivery of programmes. A significant part of the role will be support to ZSL’s field programmes in Africa and/or Asia. The post will contribute to all aspects of the Programme including assisting with project development and oversight, fundraising, administrative support to overseas programme staff, and communications.

Responsibility for Resources

People

This role has no direct line management responsibility but will have some delegated management responsibility and be required to liaise with other programme staff to coordinate delivery of tasks and feed back to the programme management team.

The post holder may be asked to supervise volunteers, interns or contractors.

Other

Plant

o The post holder will have responsibility for purchasing equipment and materials and maintaining inventories but not be responsible for the management of these items, unless specifically assigned to them.

Financial resources

o The post holder will be required to assist with oversight of the financial management of the programme through the checking of receipts against expenses, expense allocations to grants and monitoring of spend. Ultimate responsibility lies with the management team but the post holder will be expected to flag up any queries to the management team. They will be required to have a good understanding of grant budgets and contribute to the development of project budgets, annual budgets and forecasting.

Confidentiality

o The post-holder has access to confidential information about employees in the programme, about funding agreement budgets, terms and conditions, partnership agreements, sensitive data and occasionally confidential corporate information and is expected to treat all such information in strict confidence

o The post holder will be asked to collate key information about law enforcement activities which the Africa programme are supporting. Much of this will be sensitive or confidential information and the post holder will be expected to handle and store the information in a sensitive manner which respects protocols around handling of sensitive information

Main duties and key responsibilities

The post holder will provide technical support to the programme management team on project design, implementation, management and monitoring and evaluation. This will include support on development of theories of change for projects, logical frameworks, and indicators.

The post holder will support with coordination of the programme’s training activities. This will include: logistics around the deployment of law enforcement training and contracting of training providers for overseas sites.

The post holder will provide administrative support to the programme, including but not restricted to: preparation of monthly programme summary reports; keeping the ZSL Projects Database up to date; sourcing, procuring and inventorying equipment and materials; preparing and reviewing MoUs, contracts and agreements; and arranging travel requirements.

The post holder will provide financial support to the programme, including but not restricted to: the checking of receipts against expenses, checking expense allocations to grants, monitoring of spend and reconciling expenditure.

The post holder supports the programme management team, and other programme staff in tracking project activities to ensure that deliverables are achieved according to the grant contract, work-plan and budget.

The post holder will coordinate operational support from UK-based teams in other departments to ensure efficient and timely support to overseas teams from HR, finance, legal, communications, PR, health & safety and procurement etc.

The post holder will work with other programme staff to produce communication and promotional materials and keep the ZSL website up to date.

The post holder will contribute to and support on the identification of fundraising opportunities and the preparation of fundraising proposals.

The post holder will support programme staff in the compilation of technical and financial reports to donors (and any ad hoc special reports) to satisfy ZSL or donor requirements.

If not covered in main duties and responsibilities above please make sure that these questions are addressed under the following headings

Building relationships

The post holder is expected to maintain good working relationships with staff in the programme and to develop good relationships with other staff in ZSL, using tact, sensitivity and diplomacy as appropriate.

The post holder will be required to communicate simple and complex messages effectively to staff and stakeholders.

The post holder may be required to develop and maintain good working relationships with current and potential partners (e.g. governments, intergovernmental agencies, other NGOs) and donor organisations.

Mental Demands

The post holder will be required to find solutions to administrative and operational tasks and advise the programme management team on operational decisions.

The post holder must have the ability to focus and concentrate on complex tasks and have an attention to detail.

The post holder must be able to manage multiple tasks at the same time. The post holder must be flexible and able to respond to changing priorities as

required.

Flexibility

The post holder will be expected to show high levels of flexibility as work priorities can change on a day-to-day basis due to unforeseen events within field operations, funding opportunities etc.

Working Conditions

This post is office based in the UK however there will be a requirement to travel to field sites, country offices, conferences and workshops as required in order to support programme activities. The work may include short periods in field conditions.

Expectations of job holder

To ensure that the policy for equality of opportunity is adhered to and promoted in all aspects of the post holder’s work.

To ensure effective quality control and continuous improvement in all aspects of the work and responsibilities attached to this post.

Demonstrate professionalism towards sensitive and confidential information.

To comply with and promote Health and Safety policies and procedures and to undertake recommended Health and Safety training as and when necessary.

To be committed to professional self-development, through participation in in-service training as necessary for the successful carrying out of the job.

To undertake such other duties as are commensurate with the grade of the post.

N.B: This job description is designed to outline a range of main duties that may be encountered. It is not designed to be an exhaustive list of tasks and can be varied in consultation with the post holder in order to reflect changes in the job or the organisation.

ZSL Competency Framework

The ZSL competency framework describes “how” we can all work together to achieve our mission and make ZSL a great organisation to be. We have hundreds of different jobs across ZSL. The objectives and “what” everyone does differs, often vastly, from one role to the next. But the one thing consistent for everyone is how we behave and work with each other. There are also frameworks for managers and leaders.

For more information on our behavioural values please refer to page 6 of this document.

Person Specification

Qualifications & Experience

A degree in a relevant subject or equivalent level of work experience in a relevant field (a Master’s degree is desirable).

Experience of technical and financial report writing. Experience of writing fundraising proposals. Financial management experience. Experience in coordinating conservation projects in Africa or Asia is desirable. Experience of working in developing countries is desirable. Experience of communications is desirable.

Knowledge

A good understanding of current international biodiversity conservation issues. A working knowledge of the project cycle and project management tools is desirable.

Skills & Abilities

Well-developed skills in using MS office packages, specifically Word, Excel and PowerPoint.

Good communication and interpersonal skills and ability to work in a team. Strong organisational skills, with ability to manage competing priorities and carry out

multiple tasks to deadlines. Fluent spoken and written English essential. Ability to communicate in French and/or any other language in addition to English is

highly desirable. Strong writing skills and excellent attention to detail. Skills in a relevant technical discipline of conservation science are highly desirable

e.g. GIS, R software, SMART, ecology, social science,

Other Requirements

The post holder will work normal office hours but there will sometimes be a requirement to work out of office hours or over weekends to meet deadlines, and to travel over weekends.

Willing and able to travel and spend time overseas.

Competency Framework

Staff BenefitsPermanent and Fixed Term Staff over 6 months

Life assurance (3 times annual salary)

Aviva Pension Scheme (min. employee contribution 4% / employer contribution 7%)

Season Ticket Loan (Subject to passing probation/ criteria being met in handbook)

Free personal and family access to an Employee Assistance Programme (CiC)

Cycle to work scheme (Halfords)

Complimentary zoo tickets (Subject to passing probation/ criteria being met in handbook)

Subsidised staff restaurant & 30% onsite shop discount

2 friends or family members can be signed into the zoos for free each day

Staff social events including an annual Christmas Party

Access to ZSL’s Library and ZSL Scientific Meetings

25 days annual leave entitlement.

Please note: that due to parking restrictions put in place by HS2, parking is no longer available to

new staff (exceptional circumstances may apply).