This is an interim backfill role to cover for an employee who will be out on parental leave. The duration of the assignment is targeted for 18 months starting in April 2019. However, the start and end dates may change.
Guided by the belief that all lives have equal value, the Bill and Melinda Gates Foundation pride ourselves in being ‘impatient optimists’ whose purpose is to work to reduce inequity. Our vision is to ensure a world where every person can live a healthy, productive life. We have four missions to:
- Ensure more children and young people survive and thrive;
- Empower the poorest, especially women and girls, to transform their lives;
- Combat infectious diseases that particularly affect the poorest; and
- Inspire people to take action to change the world.
Key to enabling these missions is our commitment to science and innovation, collaboration and partnership, measurement and rigor, as well as optimism and risk taking. Based in Seattle, the foundation has a worldwide staff of 1,500 people and is led by CEO Sue Desmond-Hellmann and co-chair William H. Gates Sr., under the direction of Bill and Melinda Gates and Warren Buffett. We have offices in the United States, Europe, India, China and Africa.
To learn more about job opportunities at the Bill & Melinda Gates Foundation, please visit our Careers site at www.gatesfoundation.org/jobs.
This role provides a wide range of project coordination and management support, including staff security travel support, metrics gathering and reporting, budget reporting and projections, and contracts processing. Leverages policy and process knowledge, due diligence, risk analysis, and project management skills to support Global Security’s mission. Engages with Global Security colleagues, business partners, and external partners as needed.
Security Travel Management, Coordination and Metrics:
- Utilize Zendesk to manage staff trips to High and Very High-Risk locations.
- Provide on demand security travel advice to staff.
- Coordinate end-to-end High-Risk travel support by ensuring adequate level of support to staff on the ground and guiding travelers through the High-Risk Travel approval process.
- Liaise with hosts, partners, and grantees to vet support provided to foundation staff.
- Track staff travel to High, and Very High-Risk locations for budget and metrics reporting and analysis.
- Develop reporting for consolidated travel metrics, vendor expense, and any other ad hoc metrics reporting as required by management.
- Travel as needed to support the assessment of regional specific vendors.
- Travel as needed to supplement the Regional Security Advisors or security planning for Events.
Budget, Contracts, Invoices and Procurement Orders:
- Track invoices and forecasted expense for each of the Global Security internal teams.
- Process and code Global Security invoices to the appropriate BMGF division and assist with the reconciliation of conflicts with vendors regarding charges, rates, or routing to appropriate approvers.
- Track reception/badge inventory and submit all purchase order requests for Global Security as needed.
- Coordinate the end-to-end contract processes with internal and external parties and manage key deadlines for contract proposal submissions and revisions.
- Track expiring Global Security contracts and submit amendments as needed.
- Manage short notice requests for budget actuals and metrics for high and very high-risk travel.
- Track budget for Global Security collectively and attend monthly budget analysis meetings.
Other Duties as Assigned:
- Manage Hostile Environment Awareness Training (HEAT) registration and tracking.
- Manage the scheduling and confirmation of Seattle PD/King County SO duty agents for weekly augmentation duty.
- Submit new hire requests for Global Security contingent staff as well as departure notices in Workday.
- Design and develop an end to end invoice and contracts management methodology for use across the Global Security team, while also looking for ways to improve the current methodology.
- Expand the use of Tableau or MS Power BI for data depictions and vendor invoicing forensics.
- 5+ years of experience in data/business analysis, within Operations and/or Security.
- Demonstrated skill using Tableau and/or Power BI.
- Invoicing and contracts management experience.
- Successfully deliver in a changing environment while handling multiple tasks simultaneously.
- Ability to work in a collaborative team environment.
- Experience with standard security systems (cameras, access / visitor management, etc.) is preferred.