Global Project Operations Senior Specialist
Type of Job
The salary range for this position is anticipated to be $65,772- $75,600, and is commensurate with experience.
Feb 22, 2023
About the job
Greenpeace is a global, independent campaigning organization that uses peaceful protest and creative communication to expose global environmental problems and promote solutions that are essential to a green and peaceful future. For over fifty years, Greenpeace has fought to save the planet from the threat of global warming, destruction of ancient forests, deterioration of our oceans, and the threat of a nuclear disaster loom large. As an independent organization, Greenpeace does not accept funds from any corporations or government entities. Greenpeace is headquartered in the Netherlands, with offices all around the world in over fifty countries.
The Global Project Operations Senior Specialist position is a unique opportunity for a passionate individual to be part of the movement to fight climate change. This position is part of the Program Operations team but embedded within the Global Plastics Project and is primarily responsible for managing the administrative, communication, and project management needs of our global plastics project and supporting the Program Operations Team. The ideal candidate will be highly motivated and detail-oriented, with strong project, financial, and grant management experience to draw upon. The tasks below are indicative of this position, however, the role is dynamic and flexible. The focus of this role changes with the department's needs, our evolving program strategies, and the world. One or a few of the tasks below may become, at any given time, the sole focus of this position for an extended period of time. This position requires multi-day travel 2-3 times per year in the US and potentially abroad, as necessary.
This Global Project Operations Senior Specialist is an exempt, full-time, benefits eligible position based in Washington, D.C. or Oakland, CA, and will report to the Senior Program Operations Manager.
The Global Project Operations Senior Specialist will be responsible for the following:
Project and Team Management
- Input and support development of the project planning and delivery with the Project Leadership Team that results in goals, objectives, key results, and help facilitate the creation of work breakdown structures for individual team members.
- Assign tasks to team members when delegated to do so by the Global Project Leader, and Project Leadership Team.
- Co-determine the completion timeline with the Project Leadership Team and monitor progress to keep the project on track and on schedule by using Asana and other project management tools.
- Manage the flow of day-to-day operations with the global team and partnering global offices.
- Write grant proposals and reports, board reports and other documents to update stakeholders on the team’s progress.
- Manage databases so that documentation, Google groups, Google calendars, Slack channels, Asana teams and projects are up to date and accessible to relevant staff
- Manage the logistics for trainings, retreats, and events
- Complete other tasks as assigned by the Global Project Leader and Campaign Director
- Craft, evaluate, negotiate and execute international contracts between different Greenpeace entities or parties outside of the federation covering a range of transactions.
- Create and maintain relationships with the national regional offices in the federation or other parties with which we have contracts and serve as the singular point of contact for matters concerning contracts.
- Maintain records of correspondence and documentation of established contracts and those in progress.
- Communicate and present information to stakeholders about all contract-related matters.
- Monitor contracts and move forward with close-out, extension or renewal according to financial resources and strategic needs.
- Solve any contract-related problems that may arise with other parties and internally within Greenpeace USA.
Finance and Grant Management
- Manage the budget of the project and act as point of contact for the global project team and for the GPUS project team by managing the compliance to requirements and financial process with global and domestic financial departments.
- Ensure grant compliance.
- Maintain knowledge of grant requirements and alert Grant Officer when strategy or financial changes occur.
- Provide training to the Project Leadership Team on grants management and reporting requirements.
- Prepare financial or budget plans and allocation along with the finance department in accordance with each requirement
- Negotiate, facilitate and monitor inter-office financial transfers and agreements.
Monitoring, Evaluation, Reporting and Learning
- Collect, synthesize and curate campaign work and outputs from key offices across the federation to demonstrate global impact for grant reporting, strategy development, internal organizing and evaluations.
- After the Full Power Moments and after other milestones, facilitate the acquisition and preparation of/for an evaluator, schedule relevant meetings, communicate the process to participants, and distribute the final report of the global evaluation
- Provide logistical support for coordination and content calls as well as meetings with key offices
- Support development of internal communications plans to ensure all offices and coalition members have the information necessary to fully participate in the pushes and the project
- Coordinate the finalization and sharing of global written materials for translation
- Explain and maintain Project Leadership Team and Global Project Leader abreast to internal operational processes.
Operation Analyzing & Coordination
- Analyze, communicate, and assist the Program Operations Manager in establishing and altering systems, protocols, and procedures for the Program department, specifically for global projects to foster a more streamlined and productive department
- Maintain information, and databases and Google Site with up-to-date information for project team, program departments and key roles
- Be available to fulfill assignments in the field, such as ship tour and action camp support
- Work with operations teams in Development and Administration to provide organizational support and share organizational knowledge. This includes assuming organizational work and logistical planning when needed
- Coordinate the onboarding process and support Global Project Leader through the onboarding process
- Act as the point person for new hire process
- Raise issues/opportunities to improve the onboarding experience to the Program Operations Manager
- Run onboarding trainings as necessary
- Identify and develop management trainings for the Program department and global project teams in collaboration with the Operations team and People & Culture
- Complete other tasks as assigned by the Senior Program Operations Manager
Minimum requirements for the Global Project Operations Senior Specialist include:
- Minimum 6 years of experience in social change or related organizations;
- Minimum 3 years of experience in:
- Project management
- Task managing peers and managers
- Managing project budgets, financial systems, and invoicing and tracking systems
- Facilitating trainings and meetings
- Grant management
- Contract management
- Experience developing, evaluating, and maintaining systems, protocols, and procedures
- Ability to work independently and in teams successfully
- Ability to work across cultures and time zones
Additional qualifications for the Global Project Operations Senior Specialist role include, but are not limited to:
- Ability to manage across and up in a way that is respectful to the limits of their position as a task-manager
- A communication style that is organized, proactive, with consistent follow up and an orientation towards ensuring that others have the information they need to feel informed and succeed
- Strong critical thinking and motivation to analyze situations, understand crucial next steps, and solve problems
- Keen attention to detail
- Proficiency in Asana, Slack, Google Suite, Mural and demonstrated ability to learn new technology, systems and applications quickly
- Solutions-based approach
- Strong discernment to recognize when a leadership attitude must be taken to move a process forward and willingness to be decisive
- Time management skills that allows for taking on multiple priorities
If you want to join the fight against climate change and believe in environmental justice, please submit an application on our careers page. Applications will be reviewed on a rolling basis and will conclude once we have found the best candidate.
If you are passionate about helping activists succeed in our fight against climate change and are passionate about cultivating a just and equitable work culture, please submit an application on our careers page. Applications will be reviewed on a rolling basis and will conclude once we have found the best candidate.
Greenpeace is an Equal Opportunity Employer and does not discriminate on the basis of race, color, class, sex, gender, sexual orientation, disability, family/marital status, religion or other protected classes. We strongly encourage applications from underrepresented communities. If you require assistance applying to this opportunity, please contact: firstname.lastname@example.org.
COVID - 19:
*As of Q1 2022, most Greenpeace employees are working from home due to COVID-19. In accordance with Greenpeace values to maintain a safe and healthy working environment, we have adopted a mandatory COVID-19 vaccination policy to safeguard the health of our employees, supporters, and the community at large from COVID-19. Current and future employees in need of an exemption from this policy for medical reasons, or because of sincerely held religious beliefs may request exemption. Accommodations will be granted where they do not cause Greenpeace undue hardship or pose a direct threat to the health and safety of others.
Greenpeace USA values a healthy work-life balance and has flexible, family-friendly employment policies. Our competitive benefits package for full-time employees includes medical, dental, and vision coverage with low contributions from staff. We have options for pre-tax flexible spending accounts for medical and dependent care costs. Greenpeace employees enjoy generous 401K matching and time off for vacation, sick, personal, and parental leave. After five years, staff are eligible for a paid sabbatical. To encourage public transportation use and biking, we offer subsidies for staff who choose to bike or ride mass transit to work. Greenpeace is committed to the growth and development of staff and fostering a creative workplace culture. For more information, check out our benefits plan.
Only applicants eligible to work and live in the United States without any legal restrictions need apply for this opportunity.
To Apply: https://boards.greenhouse.io/greenpeace/jobs/6628786002