Program Administration Coordinator

TITLE: Program Administration Coordinator

LOCATION: New York Office/ New York Office Hybrid/ US-remote

WORK SCHEDULE: Full-time

EMPLOYMENT TYPE: Regular, exempt employee

TIMEFRAME: n/a

START DATE: Tentative January 2, 2024

DEPARTMENT: Administration & Finance

SUPERVISING MANAGER: Director of Administration and Finance

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About Rainforest Foundation US

For over 30 years, Rainforest Foundation US (RFUS) has worked to address climate change and safeguard biodiversity by promoting the rights of indigenous peoples and supporting their efforts to protect and defend their rainforests. Science shows that forests managed by indigenous peoples are healthier, suffer less deforestation, capture more carbon, and contain more biodiversity than forests managed by private or public entities--including nationally protected areas. What’s more, scientists tell us that protecting forests is as important as reducing greenhouse emissions if we hope to stem the tide of ecological collapse.

RFUS works in partnership with indigenous communities and their representative organizations to protect tropical rainforests by supporting their efforts to secure rights to their lands, strengthen monitoring and land security, influence laws and policies that protect their resources, and build strong and sustainable community leadership. By investing directly in indigenous communities, RFUS connects the people rooted in the land with the tools, training, and resources to be effective advocates and protectors of the forests they call home. RFUS currently operates four country programs in Brazil, Guyana, Panama, and Peru, and hosts a number of regional partnerships in Central America, the Amazon Basin, and internationally with the Global Alliance of Territorial Communities.

About the Position

The Program Administration Coordinator position will support the RFUS programs department on various administrative fronts: team travel and logistics; logistics for RFUS-led events; and contracting and grants administration. The position requires high skills in project management and operations compliance; during day-to-day operations, the Program Administration Coordinator must exercise judgment and autonomy, and support developing systems and protocols to improve efficiency, and some decision-making processes in matters of significance.

The RFUS programs team oversees and executes programs across geographies in Mesoamerica and the Amazon basin, as well as in partnership with the Global Alliance.  The program team requires extensive travel, as well as coordination of program-related events, primarily in New York.  In addition, RFUS develops contracts and sub-contracts with partnering organizations under our various programs.  This position will support the team with these responsibilities, as described below.  The position will entail limited travel related to events in New York or elsewhere.

Main responsibilities include but are not limited to:

Team travel and logistics (20%)

• Coordinate and manage travel arrangements for the Programs team and partners (when necessary),  including flights, accommodations, visas, and travel insurance. Manage changes or refunds.
• Systematize and ensure the team is benefitting from airline points, travel deals, and other benefits.
• Ensure compliance with RFUS travel policies and budget constraints.
• Assist in preparing travel itineraries, expense reports, and reimbursements.

Logistics for program-led events (25%)

• Coordinate logistics for program-led events inside and outside of the USA (ie Climate Week NYC, United Nations Climate Change Conference, etc.), including booking tickets for partners as needed; arranging accommodations for participants; ensuring airport pickups if necessary; organizing per diems; catering; interpretation; etc.
• Work with all external partners including third-party vendors and consultants; manage relevant vendors and contractors.
• Manage event budgets.

Grant administration (50%)

• Contracts: Support the programs department in developing contracts and sub-contracts with partner organizations and consultants, defining the number and frequency of disbursements and reports and any conditions specific to each donor and partner; send contracts to partners and consultants for signature; follow up and get appropriate RFUS signatures; organize and maintain contracts in RFUS’s filing system.

• Payment requests: prepare standard requests for payments to partners, contractors, and other relevant recipients;  organize necessary documentation, bank information,  and provide follow-up to partners and grant leads to make sure funds are received.

• Reporting: Track donor reporting requirements and deadlines; ensure grant leads, partners, and the finance and institutional giving team are aware of grant reporting requirements and deadlines; ensure RFUS receives reports from partners;  support drafting reports to donors when necessary.

• Track donor requirements (ie external evaluations, audits, etc) and liaise with grant leads, partners, and the finance and institutional giving team to ensure compliance.

• Maintain accurate records and documentation related to contracts and grants.

General Administrative Support (5%)

• Provide general administrative support to the programs team, including document management, filing, database, and record-keeping.
• Update and maintain relevant program-specific accreditations

Requirements

• At least 3 years of experience in non-profit administration or project management
• Demonstrated ability to perform the main responsibilities described above.
• Strong ability to organize logistics and travel arrangements
• Fluency in English and Spanish required
• Possess highly attuned interpersonal skills and experience working constructively across teams to manage multiple priorities

Compensation and Benefits

Compensation: It is an exempt, full-time position according to the FLSA. Compensation for this role is $58,500 gross annually. We are looking for a candidate based in the NYC office-hybrid preferred or USA-based remote.

The RFUS offers a competitive compensation package plus excellent benefits that include medical, dental, and vision coverage, and a retirement savings 401(k) plan.

Workplace Culture & Conditions

Rainforest Foundation US prides itself on providing a flexible, equitable, family-friendly, and inclusive work environment that values work-life balance. Our offices are pet friendly and located in a historic downtown Brooklyn neighborhood that is easily accessible by public transit and boasts many restaurants and services. Since the pandemic, employees can come into the office as they wish or negotiate with their supervisors to work from home or remotely.

Commitment to Equal Employment Opportunity

​​Rainforest Foundation US does not and shall not discriminate based on race, color, religion (creed), gender, gender expression, age, national origin (ancestry), disability, marital status, sexual orientation, or military status in any of its activities or operations. We are committed to an inclusive and welcoming environment for all members of our staff, clients, volunteers, subcontractors, vendors, and clients. Black, indigenous, and people of color are highly encouraged to apply.

Application instructions

• Interested applicants are encouraged to apply early and advised to carefully study the job description to ensure they meet the requirements and skills we are looking for.
• Applications will not be considered without the submission of a resume and cover letter.
• Please note that the position will be listed as open until filled. Only those candidates that are short-listed for interviews will be contacted.
• The candidate must possess the legal requirements to work in the United States; Rainforest Foundation US will not sponsor visas for international candidates for this position.