Finance and Administrative Assistant

Project Description

The Blue Carbon Action Partnership (BCAP) was launched at the Our Ocean Conference in March 2023 to scale blue carbon benefits through coordinated action to unlock finance, strengthen science and empower local communities. BCAP is supporting national governments in achieving their blue carbon ambitions and coordinating, communicating and connecting global stakeholders in blue carbon ecosystems at a global and national scale. The first National BCAP (NBCAP) is in the Philippines, following the establishment of a partnership with the Philippines at the World Economic Forum’s Annual Meeting in Davos in January 2023, reinforced at UNFCCC COP 28 in Dubai in December 2023. The NBCAP Secretariat is a local body that shares the goals of the NBCAP and can legally accommodate the NBCAP Secretariat. A local ZSL office will manage the NBCAP’s finances, enable local staff to be hired, and share responsibility for overseeing the delivery of the NBCAP in an unbiased manner. The NBCAP Secretariat should operate independently of ZSL.

Overview

The National Blue Carbon Action Partnership (NBCAP) is seeking a highly organized and detail-oriented Operations Officer to manage invoicing, contracts, and various supportive tasks. As an integral member of our team, you will play a crucial role in ensuring the smooth functioning of NBCAP's operations, contributing to the organization's mission of advancing blue carbon initiatives globally.

Key Responsibilities

1. Invoicing:
   • Generate and issue invoices accurately and in a timely manner, in accordance with ZSL’s and WEF’s invoicing procedures.
   • Maintain detailed records of invoicing activities, ensuring completeness and accuracy for financial reporting purposes.
   • Coordinate with the team and WEF to resolve any invoicing discrepancies or issues promptly.
2. Contracts Management:
   • Assist in the preparation, review, and execution of contracts and agreements related to NBCAP's operations and projects.
   • Ensure compliance with contractual terms and conditions and maintain organized records of all contractual documents.
   • Facilitate communication between NBCAP and external partners/vendors regarding contract negotiations and fulfillment.
3. Financial Reporting
   • Ensure timely submission of liquidation reports
4. Supportive Tasks:
   • Provide administrative support to various NBCAP initiatives, including scheduling meetings, managing correspondence, and organizing documentation.
   • Assist in maintaining NBCAP's internal databases and systems, ensuring data integrity and accessibility.
   • Collaborate with other team members to streamline operational processes and identify opportunities for improvement.
   • Account for and review staff cash advances requests and their timely settlement.
   • Review staff cash liquidations, ensuring that the expenditure is allowable according to donor compliance
   • Other ad hoc administrative tasks as requested by the Finance and Project Manager
   • Ensure the Project Team meet the monthly deadlines for posting, ensuring submission to HQ London by 5th working day of the month
   • Prepare financial reports required by Project Donor/Funders
   • Review Budget Variance Report generated by IFBP (KFry) and note of any concerns for discussion with PM and FM
   • Provide Finance Manager with relevant documents/schedules necessary for month end file

• Bachelor's degree in Business Administration, Finance, or related field.
• Prior experience in invoicing, contracts management, or operations support roles.
• Proficiency in MS Office suite (Word, Excel, Outlook) and familiarity with contract management software/tools.
• Strong attention to detail and ability to maintain accuracy while managing multiple tasks and deadlines.
• Excellent communication and interpersonal skills, with the ability to collaborate effectively with internal and external stakeholders.
• Knowledge of financial and contractual principles and procedures.
• Ability to work collaboratively in a team environment, as well as independently with minimal supervision.
• Knowledge of multi-stakeholder collaboration in conservation settings is desirable.
• Preferably with experience in projects funded by bilateral or multilateral donor organizations (e.g., USAID, EU, etc.) is an advantage.
• Knowledge of environmental conservation or related fields is a plus.

We strongly encourage applications from all backgrounds and celebrate the value of having a team of employees with diverse skills, experiences, and heritage. We are committed to ensuring our teams can bring their authentic selves to work without fear of discrimination. ZSL has active equality networks for our staff with lived experience and those who provide active allyship in Race and Culture, Team Pride, Disability Network, and Menopause Network, complemented by our strategic EDI Steering Group.  

We’re ZSL, an international conservation charity. Through our unrivalled animal experts in our two zoos (London Zoo and Whipsnade Zoo), the work of our pioneering scientists, our dedicated conservationists, our purpose is to inspire, inform and empower people to stop wild animals going extinct. Our vision is a world where wildlife thrives and we’re working every day to achieve this. From investigating the health threats facing animals, to helping people and wildlife live alongside each other, we are committed to bringing wildlife back from the brink of extinction.  

In 2010, the ZSL-Philippines Country Office was established as a duly accredited non-government organization registered under the Securities and Exchange Commission (SEC) as a local branch of a foreign charitable institution registered in UK and holds its primary office in Iloilo City.

Project Staff Base

This post will be based in Metro Manila.

Vacant Position

1 Vacancy

What do we offer? 

At ZSL, we are proud of our approach to employee benefits which include the following:

• Our vision and purpose - you’ll work alongside colleagues who are passionate about science-led conservation, knowing that you will help us to inspire, inform and empower people to stop wildlife going extinct.
• Holidays – 15 days paid annual leave during each 12-month period worked, plus national and public holidays as per the Labor Laws of the Philippines
• Sick Leave- ZSL Philippines showcases a 6 week generous leave compensation for each staff that ensures enough recovery for those who are with illness. 
• 13th Month Pay
• Wellbeing – ZSL provides medical health insurance (HMO) for the staff  and 3 of his/her dependents (spouse & children).
• International accident insurance coverage.
• Paid Maternity leave and paternity leave aside.
• Monthly communications allowance
• Chances for travel to ZSL project sites across the country as well as to our international offices. 
• Staff Emergency Loan Fund benefit after 6 months.