Coordinator, CI-GEF/GCF Project Agency

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Conservation International

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Arlington, VA, United States

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30+ days ago

Coordinator, CI-GEF/GCF Project Agency

Conservation International protects nature for the benefit of humanity. Through science, policy, fieldwork, and finance, we spotlight and secure the most important places in nature for the climate, biodiversity, and for people. With offices in 30 countries and projects in more than 100 countries, Conservation International partners with governments, companies, civil society, Indigenous peoples, and local communities to help people and nature thrive together.

POSITION SUMMARY - This position is based in Arlington, VA

In November 2013, Conservation International (CI) was accredited as a Global Environment Facility (GEF) Implementing Agency. Since then, the CI-GEF Project Agency (www.conservation.org/gef) has built a portfolio of projects for biodiversity, climate change mitigation, land degradation, international waters, and chemicals and waste focal areas, as well as non-grant instruments. The CI-GEF Project Agency works closely with national governments, partner organizations, and the GEF-Secretariat to design high-quality projects and oversee project execution providing technical and financial oversight in line with the policies and procedures of the GEF and the CI-GEF Project Agency.

The purpose of this position is to support the CI-GEF and GCF agencies in operational, policy, and administrative tasks to maintain CI's accreditation status with the Global Environment Facility (GEF) and the Green Climate Fund (GCF). This position mainly supports the Vice President, GEF Policy and Portfolio Management, in the day-to-day management of the agency's portfolio (current portfolio size $250 million/40 projects). They will also work with the Senior Director, Project Development - GCF Agency, and the Senior Vice President of the GEF/GCF Agencies to ensure donor compliance and achieve the institutional and agency portfolio targets.

RESPONSIBILITIES

CI-GEF and CI-GCF Agency support

  • Support the Vice President, GEF Policy and Portfolio Management with project pipeline management and donor compliance.
  • Prepare project submissions and resubmissions in the GEF online portal.
  • Manage and maintain the GEF/GCF Agencies SharePoint pages and intranet site.
  • Support the institutional approval process for GEF/GCF projects, including gathering approvals, signatures, and any additional required documentation.
  • Format and edit factsheets, PowerPoint presentations, policy papers, templates, project proposals, and supporting documents.
  • Support the GEF/GCF Communications and Knowledge Management Manager and the Policy and Monitoring and Evaluation Manager based in the Philippines, including attending and documenting meetings outside of normal working hours.
  • Draft Terms of References for consultancies identified by the Senior Directors or other members of the CI-GEF Agency management team.
  • Edit monitoring reports (MS Word and Excel sheets) to support CI-GEF monitoring efforts, annual reporting processes, and any ad hoc monitoring.
  • Support the GEF/GCF Agencies' accreditation and compliance efforts through research, gathering, and compiling of documents for submission.
  • Update project information databases and lists of consultants.
  • Maintain and manage the CI-GEF email accounts.
  • Other duties as assigned.

Administrative Support

  • Provide executive administrative support to the Senior Vice President (SVP).
  • Coordinate international and domestic travel logistics, including plane, hotel, and car transportation, and process payments.
  • Organize meetings/events including team management meetings, trainings, workshops, social events, and retreats.
  • Process all IT procurements and order office supplies.
  • Schedule all bi-weekly team meetings, coordinate drafting of agendas, and take notes.
  • Manage the SVP’s calendar as needed.
  • File expense reports for the SVP and their direct reports.
  • Act as first reviewer for all expense reports for the GEF/GCF Agencies
  • Support the SVP in sending out institutional information or finance deadlines, such as year-end closing dates, and HR-related information.
  • Monitor and report on travel budget for both GEF/GCF and report information to Operations Lead.
  • Submit accurate information on rent codes to finance and save all submissions in SharePoint, including emails with codes.
  • Provide support on tools such as Planner, Forms, etc. to CI GEF/GCF Agencies.
  • Other duties as assigned.

Procurement Support

  • Act as Division Procurement Officer.

Human Resources Support

  • Assist the hiring manager and the HR Business Partner in any recruitment process for new hires. This includes coordinating job descriptions, job advertisements, scheduling interviews with candidates, travel arrangements, reference check requests, document filing, workstation setup, procurement process, etc.
  • Support the HR Business Partner on Human Resources processes such as annual Performance Appraisals and Deliverables, and scheduling meetings.
  • Maintain and update agency organizational charts and staff bios.

WORKING CONDITIONS

  • Based in CI’s Arlington, VA office with some remote work expected. The schedule is to be determined.
  • No travel is expected.
  • For the health and safety of our employees, their families, and our community, all US-based Conservation International staff are required to be vaccinated against COVID-19. This mandatory vaccine requirement applies to all staff working remotely, in a hybrid work arrangement, and on-site in CI US offices. CI follows CDC recommendations for COVID-19 vaccines. Requests for reasonable accommodations or exceptions related to medical or religious reasons will be considered. Candidates are NOT required to state their COVID-19 vaccine status in their application.

QUALIFICATIONS

Required

  • At least 2 to 4 years of work experience.
  • Work experience in providing administrative support.
  • Strong organizational skills. Ability to prioritize and manage high volume and varied tasks and meet deadlines.
  • Resourcefulness and ability to work proactively and independently.
  • Service focus. Courteous, tactful, and proven ability to work effectively with others from a variety of disciplines, cultures, and backgrounds.
  • Excellent verbal and written communication skills.
  • Strong work ethic and willingness to take ownership of wide-ranging responsibilities.
  • Strong computer skills and proficiency with Microsoft Office package and web researching skills.

Preferred

  • An Associate's or Bachelor’s degree.
  • Affinity for environmental and conservation issues.
  • French, Portuguese, or Spanish proficiency.

To apply for this position please submit a resume and cover letter.

See all Conservation International Career Opportunities HERE

Conservation International is an Equal Opportunity Employer Minorities/Women/Vets/Disabled