Office Administrator, Brazil | Oceana

Office Administrator, Brazil

OCEANA is the largest organization working exclusively on ocean conservation. It was established in 2001 and is based in Washington, D.C., USA. Its North American, South American, European, and Asian offices work together on many strategic campaigns to achieve measurable results in reducing pollution, marine management and conservation for the seas in each country. OCEANA invests in science to identify problems and find solutions.

The OCEANA office in Brazil is based in Brasília and works on advocacy, in accordance with current national laws and regulations and best market practices, to participate in the process of formulating public policies, laws and normative acts, seeking to influence positively changes in fishing policy, protect sensitive habitats, combat coastal-marine pollution, improve transparency and the access to information at all levels.

The Office Administrator/Administrative and Financial Director reports directly to the Chief Financial Officer (CFO) with a dotted line to the national Vice-President. They serve in a key leadership position helping to ensure the successful operation of Oceana Brazil. This position requires a person who is clear and precise regarding the implementation of Oceana’s legal requirements, policies and procedures, as well as flexible in reaching goals and maintaining interpersonal relationships.

The incumbent is responsible for ensuring that Oceana Brazil’s operational systems are working efficiently and effectively to support the organization’s strategic goals.  They will ensure that Oceana is meeting the legal and regulatory requirements in Brasil and is following the policies and procedures of the global organization. The Director leads the budget process (annual, campaign and donor) and produces financial reports and analyses for donors, advisors and external auditors. They ensure that Oceana Brazil’s resources are properly utilized, in accordance with the organization’s policies and procedures and in strict conformity with Brazilian regulations and the donor requirements. They are responsible for the financial, accounting, human resources, office administration, IT – Information Technology, contracts and procurement functions in Brasil.

The Director with work with the Vice President and others to ensure the successful execution of Brazil’s programmatic goals.  They will ensure coordination within the Brasil team and with the entirety of Oceana with a focus on the operational areas.

Main Duties and Responsibilities:

Finance and Accounting:

  • Lead Oceana Brazil’s budget development in coordination with the global processes.  Ensure budget guidelines and thresholds are followed throughout the year. Monitor and propose corrective action when needed.
  • Responsible for the effective performance of various accounting functions, including general ledger, accounts payable/receivable, payroll, bank reconciliations, audit, insurance and tax reports, and fixed assets. Ensures accurate and timely preparation of internal financial reports and submission of external reporting.
  • Manage contracts and procurement of third-party products to ensure adequate protections for Oceana and compliance with internal and external policies and regulations.

Human Resources:

  • Oversee and support all aspect of the HR function in Brasil (recruitment, hiring and onboarding of all new staff).
  • Manage the compensation, payroll. and benefits programs for Brasil staff.
  • Maintain accurate personnel data and files in accordance with Brasil regulations.
  • Coordinate with Global HR team to advise staff and leadership on best practices.
  • Oversee goal setting and performance management processes.
  • Support, coach and provide HR assistance to staff. Support and advise the VP on personnel matters and conflict management.

Information Technology:

  • Assist the global IT department in the provision of local support.

General Management and Compliance:

  • Communicate with staff and ensure compliance with Oceana’s Global Code of Ethics and other Oceana policies and procedures.
  • Ensure compliance with local laws and regulations.
  • Manage contracts and procurement of third-party products to ensure adequate protections for Oceana and compliance with internal and external policies and regulations.
  • Manage the office in Brasília, Brazil.

Qualifications:

  • A degree in Administration, Finance, Economy or Accounting and 5 years of people and business management experience.
  • Familiarity in managing an organization’s accounting and finance department. Including dealing with banks and managing multicurrency budget processes.
  • Experience preparing or supervising the preparation of payroll and related deductions. Familiarity with tax, social security and employment legislation.
  • Experience preparing and tracking budgets; analyzing results; and recommending corrective action.
  • Knowledge or previous work experience with NGO’s in the areas of sustainability or environmental conservation preferred
  • Working knowledge edge of Windows-based applications, including Microsoft Office Suite.
  • Knowledgeable about and having applied Brazilian labor law
  • Experience managing people and coaching others to manage people
  • Demonstrate a high level of planning and organizational skills;
  • Exhibit the diplomacy and insight skills needed to interact with Oceana’s stakeholders;
  • Build network relationships, with an understanding of different cultures and personalities;
  • Effectively demonstrate conflict management and negotiation skills.
  • Be able to build bridges and create synergy between the headquarters and country offices.
  • Excellent written and oral skills in Portuguese and English
  • Propose solutions and enhance the efficacy of work towards achieving Oceana’s goals.
  • Represent Oceana professionally and responsibly.

Required Competencies:

  • Action Oriented: Makes things happen. Takes on new opportunities and tough challenges with a sense of urgency, high energy, and enthusiasm.
  • Instills Trust: Is able to gain the confidence and trust of others by demonstrating honesty and authenticity, acting with integrity, being consistent and credible.
  • Effective Communication: Understands the value of effective communication. Can deliver messages in a clear, compelling and concise manner. Actively listens, checks for understanding and adjusts content and style to meet the needs of different stakeholders.
  • Manages Complexity: Is able to gather data, analyze situations and uncover root causes to problems. Can distinguish between what’s relevant and what’s not and to evaluate the pros and cons of potential solutions.
  • Plans & Aligns: Skilled at creating plans that are aligned with Oceana’s priorities and that enable individuals and teams to get organized, remain focused and proceed with confidence.
  • Resourcefulness: Is able to make the best of limited resources and find a way to get things done even when the odds are against them. Can look beyond the obvious for viable approaches to accomplish the goal.

Oceana values a diverse workforce and welcomes people different from each other in many ways, including characteristics such as race, gender, sexual orientation, religion, ethnicity, and national origin. Oceana considers all qualified candidates and seeks to recruit from a diverse candidate pool.

Oceana Brazil has operated on a hybrid schedule and staff have been required to work from the office on Tuesday, Wednesday, and Thursday. With agreement between the employee and their supervisor, the employee may work from home Monday and Friday. Closing Date for Applications is July 26, 2024