Operations Coordinator

Position Objective

The Camp Manager is responsible for the day-to-day coordination of the Chimfunshi Education Centre and Camp, including visitor and VRI (Volunteer, Researcher and Intern) services, accommodation, hospitality, logistics, security coordination and workshop operations.

The position ensures that guests and programme participants receive a professional and welcoming experience while ensuring that camp facilities, staff, vehicles, supplies and operational services are efficiently coordinated.

KEY DUTIES

1. Camp Operations and Guest Experience

1.1 – Camp Operations

Ensure the day-to-day running of the Education Centre and Camp is well organised, clean, functional and welcoming, with the support of the hospitality team.

1.2 – Supervision of Camp Staff

Supervise cleaners and general workers, allocate daily tasks, monitor completion and performance, ensure agreed standards are maintained, and address or report staff-related concerns when necessary.

1.3 – Camp Cleanliness and Maintenance

Monitor the cleanliness, organisation and general condition of camp accommodation and common areas, identify maintenance needs and coordinate or report issues to the relevant team and the MTP Manager.

1.4 – Guest Welcome and Orientation

Welcome volunteers, researchers, interns and visitors upon arrival, provide relevant practical information and orientation, and ensure that they receive a professional and well-organised welcome.

1.5 – Guest Support and Problem Solving

Act as the day-to-day point of contact for guests at camp, respond promptly to questions and concerns, resolve operational issues where possible, and escalate significant or sensitive matters to the MTP Manager.

2. Bookings and Guest Administration

2.1 – Booking Management

Manage and maintain accurate bookings for volunteers, researchers, interns and visitors, ensuring that accommodation and Education Centre resources are available and properly allocated.

2.2 – Arrival and Departure Coordination

Coordinate arrival and departure logistics, including accommodation readiness, transport requirements, meal arrangements and communication of schedules to relevant departments. Ensure that all concerned managers receive the necessary information in advance.

2.3 – Records and Information

Maintain accurate records relating to bookings, occupancy, guest arrivals and departures, and other relevant camp activities, and provide regular updates to management.

2.4 – Guest Feedback

Collect feedback from volunteers, researchers, interns and visitors and communicate relevant suggestions to support continuous improvement.

3. Volunteer, Researcher and Intern (VRI) Coordination

3.1 – VRI Orientation

Provide volunteers, researchers and interns with practical orientation on camp facilities, daily arrangements, relevant CWOT procedures, and an introduction to Chimfunshi’s mission, programmes and expectations.

3.2 – Interdepartmental Coordination

Coordinate with relevant Department Managers to ensure that activities involving volunteers, researchers and interns are properly planned, that staff are informed in advance, and that required equipment, transport and other resources are available on time.

4. Food, Events, Supplies and Gift Shop

4.1 – Food and Beverage Services

Coordinate food and beverage services for guests, VRI and events, ensuring agreed standards of quality, hygiene, food safety and stock availability.

4.2 – Events and Activities

Assist with the practical organisation and setup of events, activities and other guest-related arrangements taking place at the camp.

4.3 – Camp Supplies and Gift Shop

Monitor camp supplies, consumables and equipment and submit requisitions in a timely manner to maintain adequate stock levels. Monitor Gift Shop stock and coordinate replenishment as required.

5. Communication, Reporting and Continuous Improvement

5.1 – Management Communication

Maintain regular communication with the Manager of MTP Department regarding bookings, guest experience, staffing, camp operations, maintenance needs, security, logistics and any significant operational issues.

5.2 – Reporting

• Prepare a concise monthly operational report.
• Maintain accurate statistics on visitors, VRI, accommodation occupancy and relevant camp activities.
• Maintain appropriate operational and financial records related to camp activities.
• Report incidents, operational challenges and follow-up actions.
• Provide relevant updates and recommendations to management.

5.3 – Continuous Improvement

Use operational experience and guest feedback to identify practical improvements to camp services, facilities and procedures and support implementation of agreed actions.

6. Logistics, Security and Workshop Management

6.1 – Logistics and Vehicles

• Coordinate day-to-day camp logistics, including driver schedules, authorised vehicle movements and vehicle availability. Plan transport requirements for visitors, VRI, staff activities and operational needs in coordination with other departments.
• Maintain appropriate vehicle movement records and monitor fuel consumption, reporting unusual consumption or operational concerns to management.

6.2 – Security Coordination

• Organise security staff schedules and ensure adequate coverage of the project areas, particularly during nights and periods of high occupancy.
• Work closely with anti-poaching teams when necessary, while respecting the responsibilities and chain of command of each department.
• Ensure that emergency procedures are understood by security staff and that they are prepared to respond appropriately to security incidents, emergencies and bushfires.
• Keep records of incidents and follow up on corrective actions.

6.3 – Workshop Coordination

• Coordinate the day-to-day organisation and use of the workshop, ensuring that the area remains clean, safe and properly organised.
• Maintain an inventory of workshop tools and equipment and monitor their condition, allocation and return.
• Coordinate repair and maintenance requests with the maintenance team and relevant departments, helping prioritise operational needs and follow up on outstanding work.
• Maintain basic records of repairs, materials used and workshop activities and report significant equipment or maintenance needs to management.

Qualifications and Experience

• Degree or diploma in Hospitality, Tourism, Business Administration, Logistics or a related field, or equivalent relevant professional experience
• Previous experience in hospitality, tourism, camp operations, logistics or a comparable operational role
• Experience supervising staff and coordinating multiple operational activities
• Experience working in a multicultural environment is an advantage
• Experience in an NGO, conservation or remote-site environment is an advantage

Required Skills

• Strong organisational, administrative and coordination skills
• Good communication and interpersonal skills
• Ability to supervise teams and coordinate across departments
• Practical problem-solving skills and ability to manage competing priorities
• Basic financial tracking and record-keeping skills
• Computer literacy, including Excel, Word and email
• Good written and spoken English
• Knowledge of Bemba is an advantage
• Knowledge of or interest in wildlife conservation and environmental issues is an advantage
• Basic mechanical knowledge is an advantage
• Driving Licence

Personal Attributes

• Organised and detail-oriented
• Friendly and approachable
• Proactive and solution-focused
• Flexible and adaptable
• Professional and welcoming
• Able to work effectively in a remote environment
• Reliable and able to take responsibility for day-to-day operational decisions

How to Apply

Interested candidates should submit:

• CV
• Cover letter
• 2 References

Applications should be sent

Only shortlisted candidates will be contacted

Apply by emailing: chimfunshi@chimfunshiwildlife.org