The Portfolio Associate will report to the Portfolio Manager in the Portfolio Team. They will play a central role in supporting the Portfolio Team's project and program management infrastructure, with a particular focus on organization-wide budget planning cycles and Asana administration. This role will coordinate the mid-year budget realignment and annual planning processes, support project and program leads through proper project start-up and close-out procedures, and serve as the organization's primary point of contact for Asana — including training, troubleshooting, and driving optimal tool adoption across teams. Beyond these core duties, the role will contribute to adapting the organization’s current infrastructure to fit business needs and provide surge support to Operations on travel and physical security matters, including protocol development and logistics support, as needed.Purpose of the Role:This role exists to strengthen the work of the Portfolio and Operations Teams, ensuring that project planning, financial coordination, and organizational tooling work together smoothly to support HOT's projects and programs. In addition to working closely with all members of the Portfolio Team and the Operations Team, this individual will also work closely with Project Finance staff and Project and Program Leads to keep planning cycles on track, support with budget monitoring, and ensure Asana (HOT’s project management tool) is being used optimally. They will also act as surge support for the Operations Team when travel and security needs arise.Essential Functions/Key Responsibilities:Key responsibilitiesSupport in the end-of-year annual planning process in a variety of ways, including but not limited to:Overall project coordination in AsanaSupporting project finance staff with their dutiesRegular internal staff communicationsAfter action review facilitation and feedback integrationSupport project and program leads throughout the year, including ensuring proper project start-up and close-out procedures (Asana project plan, budgeting, comms plan, etc.)Act as the main point of contact for Asana for the organization, including:Answering questions as they ariseWorking with Operations and the Portfolio Team to ensure optimal use of the toolHeading up staff training on the tool annually and on an ad hoc basis(Potentially) reinstituting the Asana Advisory Council to act as tool champions throughout the organizationOther responsibilities:Supporting Operations and Portfolio Team Leads with the organization’s Operating Model refresh, especially in the area of defining and instituting appropriate infrastructure tools and practices.Act as surge support for staff for travel and physical security as needed, including:Developing safety/security protocolsSupporting with booking travel, visa documentation, etc.Supporting the update of our current tools and processesOther responsibilities as neededRequirements and Qualifications:EssentialAt least 3 years of professional experienceField project work experienceFluency in EnglishLived experience working in Asia, Latin America/Caribbean and/or AfricaExperience running training sessions, workshops or teachingKnowledge of and experience in best budget management practicesExperience in project coordination including direct use of Asana or another project management softwareExperience supporting complex travel (ex: large scale travel, challenging security profiles, etc.)Clear written communication style, including the ability to write clear, concise, and actionable internal communicationsProven ability to work independently and lead activitiesDemonstrated versatility and integrityDemonstrated understanding of open source and open data culture and ethos across cultural contexts.Passionate and motivated about open source and open data.Care deeply about humanitarian, disaster resilience, and development work demonstrated through prior professional experiences.DesirablePrevious work or volunteer experience with HOTHold a university or college degree in a relevant field such as Public Health, Geography, GIS, Disaster Risk Management, Urban Planning, Computer Science; or demonstrated equivalent humanitarian related experience.Experience with OpenStreetMap tools, such as JOSM and iD, QGISExperience in GIS and spatial data analysis, including remote sensing and imageryExperience with donor relations including reporting and deliverable requirementsFluency in multiple languages
about 2 months ago