The Shine Campaign - Operations Manager/Executive Assistant

OPERATIONS MANAGER/ EXECUTIVE ASSISTANT MAY 2021

ABOUT THE SHINE CAMPAIGN The Shine Campaign, a project of Rockefeller Philanthropy Advisors, accelerates support, funding and investment for clean, sustainable, and distributed energy solutions for the world’s most marginalized communities. We prioritize initiatives led and owned by women, local communities and indigenous peoples, and that support productive enterprises while protecting human rights and the environment.

As values-driven donors, investors, and advocates, we strive to fill a critical gap in the energy access sector with our deep commitment to energy justice. We represent philanthropic foundations, faith groups, and NGOs united by shared principles and a belief that large-scale energy access projects that leave the marginalized and excluded behind are simply not good enough.

Our community of practice empowers Shine partners to take action for a just, clean energy transition through grantmaking and investing; convening, connecting and collaborating with diverse stakeholders; and documenting and sharing stories about the transformative power of sustainable energy access.

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THE ROLE Role:

Operations Manager / Executive Assistant

Salary:

Competitive

Location:

Initially Remote

Applicants must be citizens, permanent residents or have the legal right to work in the Republic of South Africa.

JOB SUMMARY The Operations Manager / Executive Assistant will manage the day-to-day operations of The Shine Campaign, ensuring that the organization is managed and performing efficiently and effectively.

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RESPONSIBILITIES Offering top-notch administrative support to the Executive Director and senior leadership team, this role is also responsible for providing project coordination of key cyclical activities, giving strategic direction on planning and budgeting as well as keeping track of and monitoring Shine’s finances. Key responsibilities include:

1. Provide operational and strategic support to the Executive Director and the wider Shine team • Establish quantitative and qualitative metrics, guidelines and standards by which Shine Campaign efficiency and effectiveness can be evaluated; identifies opportunities for improvement.

• Review and analyze existing business procedures and establish new effective ones where necessary.

• Design & implement policies and procedures that will improve day-to-day operations.

• Leads the development of annual and periodic plans and budgets.

• Organizes regular meetings of the whole Shine team.

• Organizes regular meetings of different governance and functional structures.

• Meeting preparation and follow up for the Executive Director including helping them to identify the areas where they must direct their focus.

• In collaboration with the team at Shine’s fiscal sponsors, Rockefeller Philanthropy Advisors, (RPA); Monitor financial expenditure and ensure that proper documentation is submitted for project narrative and expenditure reports for funders.

• Ensure reporting and requests for funds are made within time limitations specified in grant agreements.

• Provide direct administrative support to the Director and other Shine Directors located in multiple geographic locations.

• Draft and manage contracts for consultants and service providers, interns and volunteers.

• Project management of all workshops, meetings, webinars, convenings, and virtual calls for governance structures and Shine communities of practice.

• Ensure ED has the most accurate and up to date budget and financial information.

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2. Day to day organizational management • Diary management for the Executive Director, including setting up and prioritising internal and external meetings.

• Identify venues, organise logistics etc. Supports ED and other team members with travel bookings, accommodation, visas and travel logistics.

• Prioritising, commissioning and actioning work across the team on behalf of the ED. • Handle internal and external queries in a timely manner and escalate priority items to the ED based on an understanding of current priorities and schedules.

• Ensure follow up of key actions and track progress on on-going activities.

3. External Partner Engagement and Support • Support external partners and stakeholders, those that Shine team members’ work with, in terms of travel logistics to meetings, virtual connectivity and other assorted engagement.

• Maintain contact lists of all such external partners and support the ED and Shine team members in communicating with them.

REQUIRED SKILLS AND ABILITIES • Thorough understanding of practices, theories and policies involved in business and finance, particularly in a Non-Governmental Organization, (NGO), or non-profit setting.

• At least 5 years working in an international environment or organization.

• Superior written and verbal communication and interpersonal skills.

• Proficient in English. A second international language would be an advantage.

• Proven administrative/office experience including the organising of international meetings / logistics / setting up effective systems and responding to colleagues from multiple time zones in a timely manner.

• Experience of Executive support/Personal Assistance, including diary management.

• Excellent organizational skills and attention to detail.

• Adept at technology, familiar with remote working tools & platforms, internet-based work-sharing and virtual communication or convening platforms.

• Excellent interpersonal skills and ability to build good working relationships with multi-cultural teams spanning multiple geographies.

• High capacity for work output in order to meet tight deadlines and multiple priorities.

EDUCATIONAL REQUIREMENTS • At least a Bachelors’ degree or equivalent • Training in related office, business management and organizational administration

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HOW TO APPLY All correspondence, at this stage, should be via Oxford HR. To apply for this post, click on the “Apply” button on the job advert page, complete our online application form, and submit your CV and cover letter. The CV and cover letter should be uploaded as two different documents, which should be prepared before applying as they will be considered in the application process.

The cover letter should be no more than two pages long and explain why you are interested in this post and how your skills and experience make you a good fit. The document should be saved in MS Word in the following format: Your First Name-Your Last Name-Document NameDate (mmyy) e.g., Pat-Mabaso-CV-052021-Shine or Pat-Mabaso-CoverLetter-052021-Shine.

Applicants must be citizens, permanent residents or have the legal right to work in the Republic of South Africa.

Timeline Closing date: Preliminary interviews: Final panel interviews:

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16th May 2021 On a rolling basis Week 24th May

Selection process All candidates will receive an update regarding their application after the closing date. We advise candidates to add the role email to their safe senders list and regularly check their spam folder.

Equality statement Equality and diversity are at the core of The Shine Campaign values. Staff are expected to work collectively and individually to promote a constructive and sensitive approach to others from a variety of backgrounds, where the work of others is valued and respected.

Queries If you have any queries on any aspect of the appointment process, need additional information, or would like to have an informal discussion, please email at shine-campaign@oxfordhr.co.uk in the first instance.

ABOUT OXFORD HR Oxford HR operates globally - mainly within the international development and charity sectors. We carry out retained executive search mandates at board and senior management levels. We also offer human resource and organisational development consultancy.

Oxford HR has many years of experience in search as well as an extensive network of international development, social sector, corporate, public sector, and academic contacts from across the world. We carry out comprehensive and often international searches designed to meet the specific needs of our client.

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OXFORD

LONDON

AMSTERDAM

NAIROBI

46 Woodstock Road

Three Tuns House,

Korte Schimmelstraat 12

Watermark Business Park

Oxford

109 Borough High Street,

1053 SZ

Cove Court,

OX2 6HT

London

Amsterdam

1st Floor

SE1 1NL

Ndege Road off Langata Road

United Kingdom

United Kingdom

The Netherlands

Kenya

+44 (0) 1865 985 457

+44 (0)20 7939 7451

+31 (0) 621 153 452

+254 (0) 797 233 217

www.oxfordhr.co.uk | Company No. 6456325

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