Position: Trillion Trees Partnerships and Contracts Assistant (hosted at WCS)

Reports to: Executive Director Trillion Trees (London)

Location: Flexible (preference UK as UK right-to-work required)

Country Program/Sector: United Kingdom

Position Type and Salary:  Three days a week / pro rata from circa £25k depending on experience

Internal liaison:TT Programme Officer, TT Management Team

Expected travel: Regular visits to Cambridge, London, Woking [post-covid]

Program Description and Overview:

Trillion Trees - the joint venture for forests formed by BirdLife International, WCS and WWF – is moving into its next phase, with an Executive Director recently appointed, a new organisational strategy launched, and increased partnership and funding opportunities. Accordingly, the core functions of the Trillion Trees (TT) partnership require increased administrative and logistical support.

Job Summary:

• Increase efficiency of support to TT Executive Director, Management Team and Programme Officer primarily, but at times other key individuals across partner organisations to deliver objectives and key performance indicators
• Manage effectively donor and website enquiries, responding appropriately and ensuring timely engagement with internal and external stakeholders
• Working with, and with the support of the TT Programme Officer
  • to maintain and manage the database of TT documents and materials
  • to plan and deliver Trillion Trees events, including virtual, in-person, internal and external workshops and meetings, and external events
  • To deliver accurate collective reporting in a timely manner to TT Steering Committee, donors, and partners
• To monitor and support reporting on budgets and expenditures relating to cross-cutting TT programme activities
• To expand coordination and communications support as TT moves into a growth phase

Major Responsibilities:

• Act as the focal point for TT core functions, serving as first point of contact for the TT joint venture internally and externally, especially general queries, to ensure referral to the appropriate person within TT
• Coordinate logistics of meetings and conferences (virtual and in-person meeting bookings, preparation of agenda and other documentation); assist with logistics at the event, and record minutes
• Manage the Executive Director’s calendar and coordinate calendars of Management Team
• Provide administrative support in the preparation of internal and external reports, and other communication materials
• Maintain TT partnership files and electronic filing systems
• Coordinate publication production for TT (liaising with internal and external entities)
• Organise day-to-day financial payments and coding of expenses
• Organise travel arrangements and itineraries such as flight bookings, visas, and accommodation
• Manage incoming enquiries, emails, calls and arrange postal services as required
• Coordinate the administration of induction for new TT staff
• Provide general office duties, such as ordering supplies and equipment
• Any other reasonable duties as requested by TT Management Team

Donation/Project Coordination

• Working with the BirdLife team [where TT accounts are housed], assist in grant management to ensure compliance to BirdLife and donors’ administrative and financial procedures
• Assist in coordination of outgoing grants, including but not limited to drafting agreements, facilitating Legal and Finance reviews, coordinating agreement execution, overseeing compliance, and project reporting deadlines
• Distribution of funds raising grants, as appropriate, to partners/projects
• Request and organize monthly expenditure data, and input to project finance spreadsheet(s)
• Raise invoices and process payment requests
• Working with BirdLife, ensure donations logged correctly, complete monthly financial coding and reconciliation, gift aid claims distributed, and donor relationships are managed
• Support the monitoring of web-based giving, whether via TT platforms or in partnership with TT partners’ teams
• Working with the BirdLife financial team, create and manage an electronic post log and donation reporting system
• Support monthly reports with updates on donations from individual givers, and send thank you letters
• With support from TT core, work to ensure timely delivery of content to donors, whether individual, corporate or institutional

Minimum Requirements:

• Demonstrable organizational skills, in particular coordination of internal communications, preferably significant experience working in a Team Administrator / Exec Assistant or equivalent role
• Experience of/knowledge of the requirements and implications of working across diverse departments, globally, and in juggling fluctuating priorities is highly desirable
• Experience of knowledge management/client management systems a plus, including usual office software
• Experience developing and reviewing contracts (legal training preferred)
• Experience coordinating or facilitating multi-stakeholder sign-off, particularly on agreements or partnerships
• Excellent spoken and written English; ability to craft compelling narratives around complex topics
• Proactive attitude, ability to work independently and manage competing priorities; strong interpersonal skills
• Budgeting and/or accounting knowledge and understanding of forest protection and/or restoration would be an advantage
• Experience working successfully in teams; experience with teams across organisations and/or with international teams is highly desirable
• Candidate must have permission to work in the United Kingdom and willingness to travel to partner offices in Cambridge, Woking, London and Oxford

Application Process:

Interested candidates, who meet the above qualifications should apply by including an application letter and CV together with salary requirements and the names and contact information of three references by 23:59 13 December 2020. 

WCS Background (host for Trillion Trees):
Trillion Trees core functions are hosted at The Wildlife Conservation Society (“WCS”). WCS is a not-for-profit corporation founded by statute in 1895 as the New York Zoological Society. WCS saves wildlife and wild places worldwide through research, science, conservation action, education, and inspiring people to value nature. That mission is achieved through our global conservation programs (WCS currently oversees a portfolio of more than 500 conservation projects in 65 countries in Asia, Africa, Latin America, and North America, and the oceans between them) and through the management of the world’s largest system of urban wildlife parks–the Bronx Zoo; the New York Aquarium; and the Central Park, Queens, and Prospect Park Zoos (the City Zoos)

WCS is an equal opportunity employer and the organization complies with all employment and labor laws and regulations that prohibit discrimination in hiring and ensures that candidates from all backgrounds are fairly and consistently considered during the recruitment process. We are dedicated to hiring and supporting a diverse workforce. We are committed to cultivating an inclusive work environment and look for future team members who share that same value

The organization provides equal employment opportunities for all qualified candidates. The organization does not discriminate for employment based on age, color, disability, gender identify, national origin, race, religion, sexual orientation, veteran status, or any other characteristic protected by laws and regulations

Please note that only shortlisted candidates will be contacted for interview.