Position Summary 

The Operations Officer supports the Vice President of Operations to ensure that Galápagos Conservancy operates smoothly, efficiently, safely and in alignment with organizational values and strategic priorities. This role supports internal operations across human resources, grants implementation, financial management, legal compliance, organizational systems, administrative support and other critical organizational functions.  

Key Responsibilities 

1. Human Resources Support 

Hiring & Onboarding 

• Work with VP and department heads to maintain Terms of Reference/Job Descriptions up-to-date and create new ones as needed 
• Assist with creation of job descriptions and posting of positions 
• Provide support for initial screening of candidates for open positions, ensuring implementation of  
• Facilitate set-up and purchase of equipment and software for new hires 
• Support the implementation of onboarding plans for new staff 

Organizational Culture & Employee Engagement 

• Working with the Operations team as a whole, implement the annual staff retreat, including logistics and coordination of activities in conjunction with the Leadership Team 

• Document and facilitate the implementation of professional development plans for staff 

• Coordinate regular (minimally annually) review of Employee Handbook 

2. Organizational Systems and Internal Operations 

• Coordinate the development and proper documentation of Standard Operating Procedures (SOPs). 

• Support core administrative and operational systems, including office operations, IT infrastructure, file management, data security protocols, and vendor relationships. 

3. Grants Implementation 

• Work with Ecuador team to ensure the successful implementation of annual grants lifecycle (from selection process to close). 

• Support and ensure the use of grants database [SurveyMonkey Apply] for grants applications, reporting, and financial tracking. 

• Provide administrative support to grants-related staff as requested. 

4. Compliance, Legal, and Risk Management 

• Ensure compliance with all organizational policies 

• Support state charitable registrations, insurance requirements, and organizational filings. 

• Facilitate the proper documentation of contracts and other legal documents of the organization. 

• Implement organizational risk policies and documentation. 

5. Finance and Budget Coordination 

• Comply with and help ensure organizational compliance with finance policies 

• Provide additional support to  the accounting function of the Operations team as needed. 

6. Administrative Support 

• Provide general administrative support to the Operations team as assigned, including the preparation of needed reports. 

• Suggest improvements to streamline processes and reduce inefficiencies.