BBOP Administrator

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Position Description – BBOP Administrator
Business and Biodiversity Offsets Program (BBOP), Forest Trends

SUMMARY

Reporting to the Director of the Business and Biodiversity Offsets Program (BBOP) and working closely with the BBOP Program Manager, the BBOP Administrator will be responsible for administering this ambitious and growing international program, and supporting the members of the BBOP Secretariat and a global network of partners. The BBOP Administrator will be the lynchpin of the BBOP Secretariat of 5 people, helping them plan and coordinate the team’s work in a dynamic and fast-paced environment. The Secretariat manages five to six major workstreams at a time and coordinates with over 50 member organizations on projects around the world. This includes running planning and project management systems that help team members and collaborators achieve milestones on time and within budget; coordinating and scheduling international meetings and teleconferences; keeping track and following up on milestones and deadlines for program activities; establishing contracts with a wide network of consultants; and ensuring effective communication with BBOP’s internal and external partners.

CONTEXT

The Business and Biodiversity Offsets Program (BBOP) is a collaboration of some 50 companies, financial institutions, governments, and civil society organizations, who are members of its Advisory Group. Together, the members aim to test and develop best practice on biodiversity offsets and conservation banking worldwide. BBOP was established in 2004 by Forest Trends, which currently serves on its Secretariat with the Wildlife Conservation Society. Forest Trends is a US-based non-profit organization, working globally that aims to expand the value of forests to society and promote sustainable forest management and conservation by creating and capturing market values for ecosystem services. For more information, please visit www.forest-trends.org/biodiversityoffsetsprogram/.


RESPONSIBILITIES

• Team planning and tracking workplans and deliverables:
o Run annual, quarterly and weekly team planning sessions, helping team members prepare their contributions to these in advance and follow-up thereafter.
o Monitor progress on milestones, deliverables and key action items using project management software, alerting team members and partners in advance, helping them plan to meet deadlines and following up on past due items.
o Work with team members on project management of larger projects (eg country partnerships).
o Manage team project planning software and website (using Huddle) and assist with project-management tools (such as Gantt charts, excel sheets, databases and documents).
o Prepare agendas, take minutes and circulate follow-up tasks at meetings.
o Track document preparation, timeline and distribution of reports, including for Executive committee meetings.

• Program administration:
o Screen and respond to BBOP e-mail and voice mails as appropriate.
o Assist with drafting and proofreading standard correspondence, reports, articles for the team and when necessary create letters, reports, and presentations using word, excel, outlook and powerpoint.
o Ensure electronic filing system is organized and maintained – assist team with filing or retrieving documents.
o Maintain and update contacts list from business cards and correspondence.
o Order supplies, troubleshoot technical issues and respond to requests for administrative help.
o Liaise with Forest Trends administrative team, respond to their requests for information about BBOP and keep BBOP updated on new Forest Trends policies and procedures.

• Track and manage invoices and contracts within project budgets:
o Process and track paper flow for contracts and accounts payable processes.
o Liaise with Forest Trends’ finance team to produce and track payment of invoices.
o Process expense claims for team members and follow-up to ensure payment.
o Follow-up on contract requests to ensure timely processing and maintain contractor files.
o Provide assistance in drafting and tracking budgets for BBOP events and funding proposals.
o Assist, where possible, in the preparation of donor reports.

• Support Communications activities:
o Update website as required, including drafting new website text,
o Coordinate completion and distribution of the BBOP newsletter, which is distributed approximately quarterly, including drafting text for the newsletter.

• Organize Meetings and Events, including logistics:
o Assist team members with planning and managing annual and special meetings; maintain consolidated meeting schedule.
o Communicate and track event timelines and deliverables with BBOP team.
o Work with the Program Manager to develop budgets for meetings and monitor their status.
o Work with team members and travel agents to arrange flights and other travel arrangements for Secretariat and Advisory Group members and consultants.
o Work with team members and in-country meeting planners to arrange meeting venues and accommodation for participants for US and overseas meeting venues.
o Respond to stakeholder requests for information.
o Arrange side-meetings as required.

• Other duties may be assigned as required


QUALIFICATIONS

Education, Experience and Qualities

• 5 -10 years related work experience.
• A diploma or certificate from a recognized tertiary institution or equivalent combination of education and experience.
• Excellent project, time management, skills and track record.
• Proven ability to work fast and be proactive, anticipating deadlines and needs and planning well.
• Demonstrated recent experience in office administration processes, project management and supporting a team.
• Advanced experience with Microsoft Project software in a multi-user, multi-project environment.
• Advanced experience with Microsoft Office (Outlook, Word, Excel and PowerPoint).
• Previous experience working in a fast-paced, multi-level, project based environment with emphasis on timelines and delivery.
• Shows initiative and is self-motivated and proactive.
• Outcome-oriented.
• Well organized and meticulous with detail.
• Confident working in teams, especially with geographically dispersed teams.
• Excellent communications skills, including strong writing skills, with fluency in English.
• Proficient with budget management.
• An understanding of biodiversity and conservation terms and methodologies is an asset.
• Proficiency in a second language (preferably Spanish, French, or Portuguese) is an asset.


Time Commitment: Full time post.

Compensation: Salary range US $50,000 - $75,000 annually. Employees also enjoy a generous benefits package.

Location: Ideally the successful candidate would be based within Forest Trends’ offices in Washington D.C. (However, for an exceptional candidate there may be flexibility in this regard, provided the candidate is based in a time zone where the working day has a considerable overlap with the working day in the UK and in Washington DC.) The successful candidate must already have a right to reside and work where they will be based.

Closing Date: 4 February, 2010

Please send C.V. & cover letter to Patrick Maguire at pmaguire@forest-trends.org , explaining why your experience, skills and motivation equip you for this job. No phone calls please.

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