The Associate, Operations and Programs, Clean Cooking Alliance, provides operational and administrative support to the Alliance with specific responsibilities for contracts, grants, payments, internal and external meeting and event management, and office logistics and coordination. . The Associate will report to the Chief of Staff, Clean Cooking Alliance.
Areas of Responsibility:
Operational Support
- Help manage scheduling and calendar for senior leadership and Chief Executive Officer as required and departmental events, meeting set up and logistics, and ensure appropriate follow-up on priorities.
- Coordinate travel arrangements (including preparing travel authorizations, travel advance requests, travel reimbursements, booking transportation and lodging, tracking visas and immunizations, and travel binders). Additional support for team travel arrangements, as well as select partners, will be requested.
- Support the maintenance of all documents, business contacts, events and materials.
- Coordinate administrative tasks and execute or assign as needed, including scheduling, event and meeting planning, and travel preparation.
- Ad hoc research as necessary.
- Administer teamwide tools such as Dropbox and Salesforce.
- Greet guests and set up conference rooms and AV support.
- Order supplies for staff and pack and mail all collateral materials.
- Serve as Alliance point of contact with UNF facilities and IT teams.
Grants, Contracts, and Expense Management
- Create and modify grants, contracts, and other agreements for headquarters and country-level activities.
- Facilitate grant, contract, and LOI execution and disbursement between the Alliance, Finance, and BSBR departments.
- Interface with grantees and consultants to ensure timely submission of invoices, financial reports, and other documentation.
- Update and maintain the Alliance internal agreement and payments process tracking systems.
- Help process expenses for the team using Concur.
- Follow up on UN Foundation finance team questions or vendor documentation.
- Interface with grantees and consultants to ensure timely submission of invoices, financial reports and other documentation.
- As appropriate, support contracts, grants, and payment processes in coordination with Manager, Operations and Market Engagement, Clean Cooking Alliance.
Event Support
- Plan on- and off-site Alliance events, including creation of attendee lists, reminder phone calls, coordinating with the UN Foundation Events team and partner organizations, set up and clean-up of conference space, catering management, tent cards/name tags when appropriate, and all other meeting materials.
- Prepare briefing books and backgrounders.
- Support all onsite and offsite event and meeting related arrangements including participant travel, participant payments, booking of rooms, catering, conference call and VC set up, etc.
- Manage event expenses.
Educational Background:
Bachelor’s degree in related field.
Skills/Experience:
- Previous administrative experience in a similar role for an executive or teams preferred.
- Excellent verbal and written communication skills, including strong drafting ability for general correspondence.
- Demonstrated ability to prioritize multiple, competing priorities in a fast-paced environment within limited timeframes.
- Excellent organizational skills and attention to detail required.
- Ability to verbally communicate professionally with internal and external parties.
- Ability to maintain confidentiality when needed.
- Ability to work independently as well as a member of a team, and the ability to take initiative.
- Ability to work under pressure and handle stress with calm demeanor.
- Knowledge of and experience with MS Office Suite (Word, Excel, Outlook, PowerPoint).
- Knowledge of the international nonprofit sector is desirable.
- Interest in climate, market development, public health, and international development preferred.
- Ability to meet regular attendance/tardiness policy.
- Ability to work under pressure and handle stress.
Compensation/Benefits:
For full-time, benefit eligible employees, UNF offers an excellent range of benefits, including:
- A choice of two health plans through CareFirst (PPO or HDHP with HSA),
dental insurance, - vision discounts,
- flexible spending accounts,
- 403b retirement savings plan with a generous matching contribution,
- group term and supplemental life insurance,
- short-term disability,
- long-term disability,
- health club discounts,
- commuter benefits, and
- employee assistance program.
Additionally, all benefit eligible employees have 12 paid holidays, 20 vacation days, 10 sick days, 3 personal days, and 8 weeks of parental leave.
Job Function:
Organization Info
Listing Stats
Post Date:
Oct 26 2018
Active Until:
Nov 27 2018
Hiring Organization:
United Nations Foundation
industry:
Nonprofit