Essential Character Traits
Committed to Heifer’s strategic vision and values; organized and detail-oriented; great communication skills; thrives in a team environment; flexible, self-motivated, computer literate; ability to work through complex problems; maintains a positive attitude; service-oriented; can work with minimal supervision and is comfortable creating structure when it is needed and understands the need to be agile in all aspects of our work in order to meet deliverables as assigned.
RESPONSIBILITIES & DELIVERABLES
A. Support day-to-day operations of the Business Development, Design and Effectiveness Department at the direction of the Managing Director, Institutional Partnerships (50%)
- In close collaboration with the BDDE Little Rock Operations Manager, improve business processes across the department through management of routine processes, including liaison with Human Resources on employee recruitment and management, legal team for contracts, IT for logistics and other relevant support, procurement for vendor recruitment, and other departments for scheduling while ensuring alignment with organizational requirements
- Develop and maintain procedures for the successful implementation of operations that support the department’s priorities – on time, on scope, and on budget
- Manage and support analysis, efficiencies and continuous improvement of the new business development hub’s budget and cost analysis
- Work in close collaboration with the Operations Manager in Little Rock to ensure budget is updated to pipeline spending vs forecast on a monthly basis.
New Business management
- Research and closely understand institutional donor strategies and processes
- Track and identify regularly institutional funding opportunities through online portals such as DevelopmentAid, Grants.gov (US), Beta.sam.gov (US), Gov.UK (UK), DevEx, etc.
- In conjunction with the BDDE team, integrate with the global new business teams across Asia, Americas and Africa
- Maintain an up-to-date tracker of institutional donor opportunities and coordinate with area teams, Resource Development and Operations, and the Senior Manager of the Proposal Design Hub to ensure accuracy in PFID
- Maintain relationship management system that captures and details engagement with strategic implementing partners and institutional donors including key contact information
- Understand HIC, GPA, Foundations and Regional (Africa, Americas and Asia) objectives, strategies, targets and facilitate opportunities for integration
- Schedule, coordinate agenda, capture meeting minutes and share with participants monthly global and regional pipeline meetings
- Develop and maintain the Departmental sharing folders in collaboration with the Senior Manager of the Proposal Design Hub that will be made available to internal and external team members; provide all documents to Managing Director upon request
- Administrative support to Managing Director including contract management, meeting and travel arrangements including support in the processing of expense reports
- Support Managing Director in communications development of SVP communication content, messages and presentations; responses to written, oral and electronic inquiries; screened and prioritized correspondence, reports, presentations and other information for internal and external use
- Proactively manage an accurate calendar for the Managing Director, including online scheduling of internal and external, domestic and international appointments/meetings and travel schedules.
- Biweekly meetings with Little Rock Operations Manager to discuss business process improvements
- Introduce new processes and procedures for improved operations
- Regular communications with service providers to build rapport and good relationships.
- Monthly cost analysis reports
- Monthly revenue analysis report.
- Collect and maintain institutional strategy reports and summarize their bidding processes
- Maintain and update daily funding opportunities tracker
- Maintain and update as happens strategic partner tracker
- Coordinate with regional teams to ensure PDIF captures all business opportunities
- Capture meeting minutes for all pipeline meetings
- File management with proposal design hub team
- Expense report submission
- Communication collateral
- Up to date and accurate Meeting calendar
B. Manage administrative and logistics for Heifer’s Washington DC office (45%)
- Interface and negotiate with office vendors
- Manage general office supplies stock and routine logistical needs
- Manage office kitchen and office storage
- Manage day-to-day financial management of invoices, credit card statements and/or other accounts payable associated with office expenditures
- Maintain close relationship with office management company, when appropriate
- Manage relationships and plan for regular cleaning and maintenance within office
- Support office and logistics needs for all Heifer staff housed in DC office in collaboration with HQ based support staff
- Staff and manage front desk
- Work with Heifer facilities team to address office space requirements and issues
- Serve as point of contact on office-related IT needs in liaison with Heifer’s IT department at Headquarters in Little Rock
- Liaison with Human Resources and other relevant teams on employee recruitment and management processes, ensuring alignment with organizational requirements, provide logistical support to DC new staff interviews
- Provide logistical and IT leadership and collaborate with staff when hosting meetings or events at office with outside stakeholders
- Respond to written, oral and electronic inquiries with pre-approved information about Heifer’s work in general
- Oversee office security and ensure application of protocols
- Maintain office vendor and management contact list
- Office stock list
- Purchase orders in place for ongoing office services
- Maintain system for capturing office staff needs
- Maintain calendar for office events, meetings, and social interactions
- Point person for office security including establishment of security protocols
C. Perform other job-related duties as assigned (5%)
A Bachelor’s Degree plus at least seven (7) years of relevant new business development and administration experience. Demonstrated strong writing and oral presentation skills in English.
Master’s degree or equivalent in the fields of Agriculture Economics, Business Administration, Entrepreneurship, Business Development, Finance, or other related field plus five (5) years’ experience in international development. Fluency in Spanish language.