Conservation Strategies Administration Coordinator

Re:wild is seeking an administration coordinator to support the conservation strategies team. Re:wild has expertise in eight core conservation strategies - our global thematic programs - which we apply to deliver conservation at scale from the local to the global scale. The administration coordinator will report to the senior director of conservation strategies and support the team with administrative, logistical, and financial management tasks. Additionally, support to specific large projects will be required. For the first four years, this will include 50 percent of the administration coordinator’s time helping to administer a UK government-funded Darwin Initiative grant throughout its lifecycle, including providing support for annual operational budget preparation, expenditure monitoring and reporting, subaward monitoring and partner support, compliance oversight, audit support, and maintenance of master agreement files.

The administration coordinator will work closely with the senior director of conservation strategies, project-specific managers, Re:wild´s operations team and government grants manager, and grantees throughout the world. He/she supervises no staff, coordinates with the Re:wild Operations/Financial Team and provides knowledgeable administration support to colleagues and partners as necessary.

Responsibilities:

Program Administration (Conservation Strategies Team)

• Support team members in the provision and management of grants to partner organizations, and contracting consultants, around the world.
• Track all grant and contract deliverables and support team members to ensure deliverables are kept on schedule.
• Review quarterly and annual budgets and work with team members to address any changes.
• Track all incoming grants and their required reporting schedules.
• Track all submitted proposals and their outcome.
• Support in the preparation of proposals as required with a focus on budget requirements.
• Develop team meeting agendas and take notes for circulation to the team.
• Support with meeting scheduling.
• Support the logistics of in-person meetings and team travel.
• Other administration tasks assigned by the senior director of conservation strategies.

Project Administration (Darwin Project)

• Coordinates annual and quarterly expenditure planning and supports related work planning.
• Closely monitors budget vs. actuals for project expenditures, including coordination with sub-grantee expenditure tracking; identifies actual or potential variances and contributes to solutions. Supports the compilation of required expense documentation; supports the preparation of budget adjustments.
• Coordinates timely reporting of Re:wild and sub-grantees to the donor. Synthesizes Re:wild and partner financial data to assemble draft financial reports according to donor templates and requirements. Supports the collaborative development of technical/narrative reports.
• Collaborates with the Re:wild operations team and government grants manager to ensure that project activities and administration comply with donor and Re:wild policies. Supports Re:wild project team, subrecipients, and program staff with award and subaward compliance.
• Supports the development of systems and workflows related to the project team’s administration of specific grants. Manages regular operational online meetings (including agenda and minutes) and the collaborative workflow management system involving all subgrantees and consultants; supports effective document management. Helps manage administrative challenges.
• Supports management of Re:wild project consultants (selection, contracting, planning/coordination, reporting) and helps partner organizations to manage their consultants.
• Provides project-specific support to the Re:wild operations team and government grants manager as needed, including facilitating review of expenditures, coordinating requested documentation, and liaising with project staff and subrecipients.

Competencies / Qualifications:

• Education / Experience: Bachelor’s Degree in a related field and 3 years of relevant experience in grants administration with relation to nature conservation or similar, or equivalent combination.
• Grants Knowledge: Experience reading and understanding moderately complex grant agreements and applying donor and organizational requirements to the implementation of grant-funded activities. Possesses ability and willingness to learn and analyze the regulatory framework of the UK Darwin Initiative and apply it to the specific context of the project. Experience reading, understanding and negotiating standard contract clauses.
• Finance Knowledge: Understands the fundamentals of grant accounting and possesses the ability to read and comprehend financial reports and extract relevant data. Experience developing and monitoring project-level budgets and expenditure plans. Experience preparing financial reporting for donors and/or government agencies.
• Organizational Skills: Ability to meet deadlines and due dates. Strong attention to detail, with ability to maintain accurate and thorough records (both electronic and manual) according to donor and organizational requirements.
• Problem Solving: Identifies and resolves problems in a timely manner, including appropriate escalation as needed. Gathers and analyzes information skillfully. Develops alternative solutions. Works well in group problem-solving situations. Uses reason even when dealing with emotional topics.
• Project Management: Develops clear project plans. Coordinates projects effectively and manages project team activities. Communicates changes and progress. Completes projects on time and within the approved budget.
• Teamwork: Must possess ability to work across cross-functional and cross-cultural teams in a positive and productive manner.
• Communication: Speaks clearly and persuasively in all situations. Listens and asks for clarification as needed. Responds well to questions. Demonstrates group presentation skills. Participates in meetings.
• Conservation-minded: An innate desire to contribute meaningfully to the conservation of biodiversity and an ability and curiosity to continue learning about the natural world.

Preferred Qualifications:

• Demonstrated experience working with donors and/or partners outside of the US, including familiarity with the application of exchange rates and working with currency conversion.
• Experience supporting or coordinating more complex grants and projects, such as grants funded by government agencies.
• Multi-cultural experience and/or experience with international conservation and/or development cooperation appreciated.
• Technical conservation knowledge and skills, and a strong motivation to contribute to impactful conservation in practice.