Operations Team Coordinator - Country Office Unit (COU) - 25011

World Wildlife Fund - Washington, DC

Full-time

Washington, DC

Religious, Grantmaking, Civic, Professional, and Similar Organizations

About the position

The Operations Team Coordinator at the World Wildlife Fund (WWF) plays a crucial role in ensuring the smooth operation of the Country Office Unit, which consists of approximately 10 full-time employees (FTEs). This position is responsible for coordinating day-to-day administrative activities and logistics for the Operations and Conservation Strategy teams. The coordinator will utilize their administrative and organizational skills, along with a solid understanding of WWF's programs and policies, to collaborate closely with various functional areas, including Strategic Operations, Financial Management, Risk Management, Communications, Business Analysis, Knowledge Management, Technology, and Conservation Strategy. In addition to administrative duties, the Operations Team Coordinator will take on a few technical responsibilities to support these functions. Key tasks include managing meeting logistics for the Director of Operational Excellence, including note-taking, developing presentation materials, and following up on action items. The coordinator will also provide logistical support for the Operations team and Conservation Strategy team, which includes arranging complex agendas, managing travel logistics, and handling expense coding. The role requires the design of training materials for the Operations team and close coordination with the Internal Communications & Knowledge Manager to plan and execute strategic events and conferences. The coordinator will also assist in maintaining the COU Intranet page and support the collection of data for management dashboards. Furthermore, the position involves maintaining records in collaboration with the Grants and Compliance Manager and supporting the preparation and monitoring of agreements for grantees and consultants. The Operations Team Coordinator will foster collaboration on mutual projects and provide administrative support to staff in the DC office as needed. Overall, this position is integral to the operational efficiency of the WWF's Country Office Unit, ensuring that all administrative and logistical needs are met effectively and efficiently.

Responsibilities

• Manage meeting logistics for the Director of Operational Excellence, including note-taking and development of presentation materials.
• Provide logistical support for the Director of Operational Excellence, COU Operations team, and COU Conservation Strategy team.
• Support complex agenda arrangements for COU team members.
• Manage travel logistics and expense coding.
• Utilize Docusign and manage signature and approval processes.
• Design training materials for COU Operations team under the direction of the Director of Operational Excellence.
• Coordinate with Internal Communications & Knowledge Manager for planning and executing strategic events and conferences.
• Assist in the design and update of the COU Intranet page and maintain content for Country Offices.
• Support the Operational Transformation and Efficiency Lead in data collection for management dashboards.
• Maintain records for COU in coordination with the Grants and Compliance Manager.
• Assist the Grants and Compliance Manager in preparing and monitoring COU agreements for grantees and consultants.
• Support the Program Administrator for COU on special tasks, including funding proposals preparation and budget execution monitoring.
• Create and maintain community with the Strategic Coordinator, COU & Program Operations to foster collaboration.
• Provide administrative support to staff in the DC office for printing, mailing, and other needs.

Requirements

• A bachelor's degree or equivalent experience is required.
• Previous experience working in an administrative capacity is highly preferred.
• Experience in logistics support for events and workshops is strongly preferred.
• Energetic, forward-thinking, creative individual with high ethical standards.
• Exceptional interpersonal and relationship-building competencies with strong written and verbal communication skills.
• Ability to work effectively on a variety of simultaneous initiatives and issues.
• Proven ability to work independently and collaboratively in a matrixed team environment.
• Detail-oriented and organized individual able to prioritize diverse requirements.
• Familiarity with Microsoft Office software (Word, Excel, PowerPoint); experience with datasets, PowerBI, and/or PowerApps is a bonus.
• Fluency in English and Spanish (written and spoken) is required.

Nice-to-haves

• Experience in areas related to operations, financial management, risk management, communications, business analysis, knowledge management, or technology is a plus.