Job Description

Reports to: Chief Financial OfficerLocation: Bryanston, JohannesburgPrimary Purpose:

• Management of all SOPs including: coordinating updates and necessary approvals, ensuring well formatted, translations, version control on Sharepoint, organization wide dissemination.
• Management of the Admin Toolkit: ensuring that tools are available for each department (will need to work with the departments on this and/or develop these using park examples - e.g. develop a good Infrastructure Development Plan sample), ensuring that they are well formatted, up to date and translated. Ensure organization wide dissemination.
• Overseeing all operational audits: coordinating and training auditors, briefing of audited parks pre/post audit, overseeing development of the reports, maintenance and improvement of the audit framework and tools to ensure they are current. Working closely with finance and ops departments to ensure there is proper coordination for the audit as well as after the audit in terms of correcting any non-compliance areas. To report back to FR&A on closing out on findings.
• Coordinating risk register: Coordinate discussion on risks for EXCO per pillar. To update before every FR&A meeting (2 x per year). Risk register to be fed down to PMU. Each PMU to complete and send to Compliance, Assurance and Risk Manager to collate. Institutional risk register to be updated as well. Review legal register prepared by Legal Counsel with all legal cases for/against parks (2 x per year).
• Coordinating/collating audit management letter comment feedback for all statutory audits. Actions taken to correct; next audit progress required.
• Assist with onboarding/learning: in coordination with HR, look at pragmatic mechanisms to get new staff onboarded with SOPs and available tools (e.g. through simple learning courses, proper onboarding programmes etc.) and for said tools to be translated and kept up to date. Conduct review/surveys to establish whether onboarding is happening and is effective? Any course corrections?
• Tip-off Line management: coordinate inputs received from the independent tip-off line. Ensure Tip-offs are addressed appropriately and closed out. Feedback to FR&A committee.
• Safeguards: Support the department responsible for Safeguards (Social and Environmental) in development of SOP, frameworks and mechanisms and conduct regular audits on the implementation of the different frameworks across the organisation. ..or similar.

• Assist in compiling feedback for the FR&A committee on other audits e.g. Law Enforcement audits (performed by Head of LE).

Key Areas:

• Manage all Standard Operating Procedures

Ensure that the full set of Standard Operating Procedures are accessibly on Sharepoint.
Ensure that all SOPs are translated into required languages.
Ensure all edits are incorporated in all language versions.
Ensure a mechanism in place for updating SOPs on an annual basis and dissemination thereof in a systematic way.
Proper filing of archived versions
Develop a short policy/procedural document on how to format, and manage SOPs - for the admin toolkit.
Develop mechanisms of disseminating SOPs (online short test or course, short videos, animations etc)
Support with proper onboarding with regards to SOPs, tools etc.

• Ensure an up-to-date Admin Toolkit, and maintenance thereof

Go through all SOPs to determine full list of tools that are referenced.
Work with heads of department to ensure tools/templates are up to date, neat, formatted and named the same as SOP reference.
Once full admin toolkit is up to date, ensure proper dissemination with full team.
Coordinate regular check ins with HoD to ensure everyone using one source of truth.

• Supervision of operational audits

Brief and train auditors pre-audit. Ensure auditors are using right tools and methodology. Brief parks pre-audit resumption.
Update and improve audit tools as necessary.
Ensure the audit results are communicated in a timely manner. Ensure any lessons learned are saved and communicated. Ensure any correctional actions post audit are followed up on by Ops department.

• Human Rights

Act as the central focal point for all Human Rights allegations, act as a central pair of objective eyes and ensure full process is respected and documented.
Conduct quarterly audits on all park and office grievance channels and report back to EXCO.

• Risk register

Update risk register for EXCO per pillar. To update before every FR&A meeting(2 x per year)
To roll out risk register to PMUs for completion. Then consolidate results for register
(Interim) To maintain the register of legal cases currently in process throughout the parks.

• An Audit/ Risk related qualification will be advantageous

• Highly organised, systematic and methodical
• Good attention to detail - both administratively but also in terms of content/substance
• Practical and logical approach - we want to avoid creating a bureaucratic monster
• Strong team player, with excellent interpersonal and relationship management
• Deadline and quality focused
• French and/or Portuguese highly beneficial
• Good understanding of AP operations and business model highly advantageous

Closing Date: 20 September 2024

African Parks