Head of Operations (IPE 52 - Fixed Term Local Contract - TZN - Operations)

Req # 228

Job Description

Posted Friday 15 August 2025 at 01:00 | Expires Saturday 30 August 2025 at 00:59

Want to make a positive difference to the future of people and our one shared home, the Earth? Working at WWF could be your opportunity of a lifetime. All around the world, people are waking up to the devastating impacts of climate change and nature loss. The situation today is worse than the darkest predictions of just ten years ago, pushing billions of people to the edge and threatening lives and livelihoods. At WWF, we are facing our biggest crisis – and our biggest ever opportunity – to create a better future for people and nature. With over 60 years of experience and an active presence in more than 100 countries, we work to achieve both on-the-ground and global policy action, from protecting and restoring species and their habitats, to transforming markets and policies toward sustainability. Our people come from hugely diverse backgrounds and with a variety of expertise, ranging from conservation science and advocacy to HR and finance. We welcome applications from anyone who believes they can help us tackle this enormous global challenge and drive the urgent conservation impact needed to restore our planet.

What We Do

We are an independent conservation organization, striving to sustain the natural world for the benefit of people and the ecosystem. From individuals and communities to businesses and governments, we are part of a growing global movement calling for bolder action on climate and nature, demanding that world leaders set nature on the path to recovery by 2030. WWF works to address the most dominant drivers of nature loss through system-wide changes in how food and energy are produced and consumed, and in how financial systems are structured. By implementing change in every country, we aim to drive visible and positive impacts on the ground, helping to restore nature in the most critical places around the world, from the Amazon to the Coral Triangle. Engaging everyone means addressing the barriers to participation faced by some groups in society, including local communities. Conservation will only be sustainable if it is owned by, and benefits, local people. That’s why Indigenous Peoples and local communities must be at the centre of action on climate and nature. WWF is committed to using its resources and global network to support these communities in creating together the most effective solutions where they live. Humanity is still in time, we have a clear pathway to solve this crisis. At WWF, we call on everyone to join the global movement, change how we live, and take action now.

Position Title: Head of Operations

Position Location: Tanzania Country Office

Reports to: Country Director

Supervises: Senior Procurement Officer, IT Officer

Mission of the department: To ensure a high-performing Tanzania Country Office with efficient and strong financial resources as key components of WWF’s business.

Major Function: Working closely with Country Director, the Head of Operations takes the responsibility for the operational, administration, logistics, and IT management functions of

Specific Duties:

• Provide strategic oversight and leadership to the country program Operations function, including overall vision and direction, and managing and contributing to the work of IT, Procurement, Logistics, Administration, and field office.
• With the support from the Country Director, reviews and improve process, systems and evaluates the performance of business units and provides reports of operations to the Senior Management Team Meetings.
• Liaise with the Head of People & Culture in supervising the processing of applications and renewals of work permits and residence permits for expatriate staff as authorized & granted by the Government of Tanzania.
• Supports TCO staff in processing visas for visits outside Tanzania as well as process visas for visitors to TCO.
• Prepares documentation and drafts correspondence for duty and tax exemption certificates and ensures timely submissions to the relevant government authorities.
• Ensures that the TCO management is advised and fully aware of all changes in the Government of Tanzania regulations and procedures as they impact WWF Programmes.
• Support the Country Office in handling all contracts and lease agreements with third parties, preparing contracts/agreements, and ensuring timely payments.
• Co-ordinates and facilitates the procurement requirements of the Country Office and on the basis of the Procurement policy guidelines.
• Provides the Head of Finance (in his/her role as Budget Co-ordinator) with costing information on goods and services for use in project budgeting.
• Liaises with government authorities and provides logistical support in coordinating deliveries of supplies and in obtaining customs clearance for imported goods.
• Liaises with appointed legal advisor to ensure that all WWF TCO operations in Tanzania are carried out in conformity with stipulated legal requirements. Follow up all litigation matters with the appointed legal advisor and appraise the Country Director appropriately.
• Develops and maintains appropriate systems, policies, and procedures for the management of the TCO assets, adapted to the specific needs as per the Field Operations Manual.
• Takes responsibility for managing the vehicle fleet in WWF TCO.
• Provides support to Programs/Project Coordinators in the purchasing of the right materials or equipment etc.
• Acting as secretary of the Procurement Committee as per FOM, supporting the Procurement Committee to get the best value for Money in terms of price, quality and delivery, having adhered to set specifications.
• Ensures that the TCO applies Local Procurement, Vehicle Management Policy and FOM systems, policies and procedures relating to procurement of goods & services, fixed assets, retention of records and safety correctly and consistently through regular control visits.
• Develops and maintains a suitable Fixed Asset Register for use throughout the TCO with a centralised asset database supplemented by site registers.
• Ensures that physical inventories of the TCO assets are carried out at all sites, in accordance with the WWF-I policies and procedures.
• Implements appropriate physical inventory count procedures, adapted to the local requirements of each site, with a strong accent on control and separation of duties.
• Implements a procedure for the disposal of fixed assets with a strong accent on appropriate approval levels and control over eventual sales values and resulting receipts as per FOM.
• Ensures proper use of WWF Vehicles as prescribed in the Field Operations Manual and according to the United Republic of Tanzania Laws.
• Oversees purchase order creation, ensuring relevant procurement procedures have been applied and all supporting documentation is attached.
• Ensuring that invoices received reconcile to purchase orders and that created and matching receipts to purchase orders
• Takes responsibility for the maintenance of all office equipment and assists the field offices with the maintenance of their equipment as necessary.
• Maintains and manages the TCO office central filing system, for both Programmatic and Finance/Administration documentation in co-ordination with the key staff concerned
• Maintains an archiving policy for TCO based on contractual and legal requirements as per FOM guidelines. Ensures that files are regularly transferred from the filing system to the archives.
• Maintains systems to monitor and control the cost of operating all Communication Systems at all sites.
• Provides IT strategic leadership and vision by planning and directing all activities related to delivering effective and efficient IT services to users across TCO
• Direct the activities of the IT functions, including but not limited to: the operations, network administration, database administration, IT security, business systems (optimization, testing and maintenance), telecommunications administration and the help desk.
• Manage the finances of the IT Department to ensure the wise distribution of budgeted funds, sufficient to accomplish planned projects and mindful of financial goals.
• Supervise, manage and appraise operations, logistics and IT staff to ensure a high-performing team is in place to deliver on operational goals.
• Identifies and aligns with the core values of the WWF organization: Courage, Integrity, Respect & Collaboration

Profile

Required Qualifications

• Master’s degree in Business Administration/Social Sciences;
• At least 7 years in an international NGO in a similar or related job;
• Excellent administrative/managerial and time management skills;
• An outgoing personality and a self-starter;
• A sound understanding and experience of dealing with governmental offices;
• Excellent communications and interpersonal skills, with ability to work in teams in a multi-cultural environment;
• Ability to analyze, set priorities and complete tasks with minimum supervision to strict deadlines;
• Must have initiative and a flexible, friendly and co-operative personality;
• Excellent computer skills (windows environment, MS Office and ESP). Knowledge of Oracle ESP will be an advantage;
• Fluency in English

Required Skills and Competencies

• Proven leadership and team management skills;
• Skilled in negotiation, liaison, and in relationship and conflict management;
• Strong skills in; contract negotiation, preparation and administration;
• Strong skills in development and implementation on administrative, operational and procurement policies and procedures;
• Strong experience in engaging with government ministries especially, immigration, foreign affairs, and finance;
• Strong organisational and analytical skills;
• Strong vocational interest in nature conservation;
• A working knowledge of financial management, especially of projects;
• Excellent inter-personal skills, with the ability to network and to develop and maintain strong relationships at all levels, both internally and with local communities, government agencies, the not-for-profit sector, the business community, and the WWF Network;
• Adaptable, flexible, able to take initiative and prioritize among competing demands
• Excellent oral and written communications skills in English;

Working Relationships

Internal: Interacts with the TCO staff, country office Administration & Operations staff, and hosted program staff.

External: Interacts with national governmental ministries and departments, the business community, non-governmental organisations, and other stakeholders.

This job description covers the main tasks and conveys the spirit of the sort of tasks that are anticipated proactively from staff. Other tasks may be assigned as necessary according to organizational needs.

Please upload your covering letter and CV in English. Priority will be given to applications with both documents indicated. Deadline for applications: 29th August 2025 Work permit restrictions may apply. Early application is encouraged as we will review applications throughout the advertising period and reserve the right to close the advert early. At WWF, we are dedicated to fostering an inclusive and diverse workplace where every individual feels valued and respected. We believe that a diverse workforce will help us to achieve our mission to stop the degradation of the Earth's natural environment and to build a future in which humans live in harmony with nature. As an equal opportunity employer, we are committed to providing fair and unbiased consideration for all candidates regardless of their background. We encourage applicants from all backgrounds to apply and join us in fostering a diverse and inclusive workplace.