Office Manager

Position title: Office Manager

Reports to: Country Director, Brazil

Panthera Division: Conservation Action

Geographic Scope: Brazil

Duty Station: Atibaia, São Paulo, Brazil

Position Type: Full Time

Overview

The Office Manager is responsible for ensuring that the implementation of the country program activity is completed efficiently and effectively related to administrative and financial matters. The Office Manager will be responsible for guaranteeing that the office complies with all matters related to accounting, financial, taxes and employment laws. This involves communicating with local and international partners, donors and team members to ensure operation of daily project activities, data collection and management.

Responsibilities & Duties

• Work closely with Country Director and project coordinators to plan for activities including surveys, workshop, events, meetings and other activities with partners.
• Assist the Country Director and project coordinator on the development of new projects, collaborations and draft project proposals and budgets for grants and funding opportunities, with consideration of the strategic goals of Panthera and the jaguar program.
• Manage contract milestone and reporting deadlines, to ensure program activities are completed effectively and efficiently.
• Financial Management, including preparation of monthly financial reports, donor reports and other required financial reports to government agencies.
• Manage local bank account, prepare wire requests, invoices to donors, and track office expenditures and income.
• Prepare office budgets, and control expenditures to ensure budget efficiency.
• Ensure office operation and provide project implementation support by ensuring availability of staff member, supplies, lodging, equipment, transportation, and funds.
• Work on inventories, safeguarding and maintaining important equipment and other company property, purchasing of equipment and supplies required for operation and contact suppliers for purchases, arranging shipping, etc.
• Support the HR function by arranging interviews, job descriptions, advertisement, selection of new staff, processing onboarding/exit requests, ensuring task handover, maintaining personnel records, preparing employment letter, processing leave of absence requests, etc.
• Support emergency response for staff and field personnel.
• Support payroll function by providing necessary information and processing wire transfer to Payroll Company.
• Communicate with partners to provide support in collaborating projects.
• Keeping records of past financials, presentations, reports, publications, media and promotional materials, etc.
  
  Ensure that all processes, reports, and requirements are met to maintain the Panthera Brazil legal status.
• Work closely with the Latin America Regional Hub in all administrative and financial matters.
• Work closely with the legal and accounting department to ensure the office complies with all applicable laws and regulations.
• Willing to travel to, and work from different sites in Brazil.

Qualifications, experience and personality traits

• At least 5 years of management experience, with formal qualifications in management or related field.
• Proficiency in computer and technology, database management, Microsoft Office, financial management software and report writing.
• Excellent communication and time management skills.
• Knowledge in international policies and policies for sustainable development.
• Knowledge in laws and regulations as it relates to NGOs, financial reporting responsibility, and employment.
• Basic knowledge in wildlife and conservation issues in Brazil.
• Ability to work independently and with team members.
• Attention to details, reliable and discrete.
• Willingness to work outside regular hours.
• Proficiency in English and Portuguese, Spanish is desirable but not essential.

How to Apply

Interested candidates may submit their most updated CV, along with a cover letter to the Panthera Careers Page. Only shortlisted candidates will be notified. The application closing date is Monday, May 26, 2025.