Operations Associate (Andes-Amazon Initiative)

Gordon and Betty Moore Foundation

Palo Alto, CA, US

The Andes-Amazon Initiative’s goal is to conserve the Amazonian natural ecosystems, which provide habitat for biodiversity and regulate the regional climate cycle. To achieve this goal, the Foundation supports work that addresses the following elements:
  • Protected area national and sub-national systems,
  • Targeted individual protected areas in selected countries,
  • Integration of selected clusters of protected areas (mosaics) into regional economies and land use planning.
The Initiative is currently active in Brazil, Colombia, Ecuador, Peru and Bolivia. The Initiative team also makes a small number of grants outside of these countries to support basin-wide research and key approaches that will benefit its target geographies. Operationally, the AAI deploys over $20 million annually in over 100 active grants, and maintains an operating budget of approximately $2 million.
For more information please visit: Andes-Amazon Initiative
The Position
The Operations Associate provides key team coordination for the Andes-Amazon Initiative and is accountable for enabling effective Initiative operations. This role reports to the Program Director, with a dotted line reporting relationship to the Program Manager on operational and financial management.
Key Responsibilities
Initiative Team Operations:
  • Track and prioritize key information within multiple work streams to support the Program Director’s decision-making and Program Manager’s oversight of Program operations.
  • Work proactively to develop and implement templates, timelines, analyses, and processes to continue and enhance initiative operations. Use good judgment with understanding of Initiative context to identify priorities and enhancements.
  • Facilitate team coordination, work plans, internal functional relationships, and knowledge management.
  • In coordination with the Administrative Assistant, support complex meeting and event management, drafting and maintaining agendas, preparing and distributing meeting notes and synthesis documents, and coordinating follow-up with individuals and teams.
  • Track Initiative budget, ensuring informed financial decision-making of the Program Director and regular coordination with Program Manager.
  • Coordinate with Administrative Assistant regarding operating expenses, managing contracts with vendors and consultants, including preparing draft contracts and ensuring timely payment.
Grants Operations:
  • Coordinate new grant submission and documents for the Program Director and Program Officers, ensuring high quality, consistent, timely, and appropriate products for decision-makers.
  • Support the Program Director and Program Officers with proposal reviews, budgets, and active grant records, monitoring narrative and financial grant reports and grant payments. 
  • Exercise judgment within defined grant procedures and practices to determine appropriate courses of action. Serve as key internal contact for the Initiative, problem solving and consulting with Grants Administration and Program Manager as needed.
  • Manage expenditure responsibility and equivalency determination requirements, working with grantees and foundation legal staff.
  • Communicate with grantees regarding procedures and grantee relationship management.
Experience and Education
  • A Bachelor’s degree in a relevant field and proven experience in administration and/or project management.
  • Three years of relevant work experience or an advanced degree preferred.
  • Fluency in Spanish and/or Portuguese preferred. 
  • Excellent project management and analytical skills.
  • Strong attention to detail.
  • Ability to think critically and provide practical solutions based on thorough analysis in the face of real-time issues.
  • Ability to obtain knowledge in a variety of different fields.
  • Willingness to ask for help and identify appropriate resources to accomplish tasks, when necessary.
  • A strong team orientation, positive attitude, integrity, self-motivation, discipline, and reliability.
  • Proficiency with office productivity software (e.g., MS Outlook, Word, Excel, PowerPoint).
  • Strong written, oral, and graphic communication skills (e.g., phone inquiries, webpages, PowerPoint presentations, correspondence, and research summaries).
  • Experience in reviewing and managing budgets.
  • Ability to work independently, self-manage priorities and goals for projects, meet deadlines, and multi-task while working well under pressure.
The ideal candidate will demonstrate the following attributes that describe how we at the Foundation strive to do our work with each other and our partners.
  • Committed to Excellence
  • Passionate
  • Collegial
  • Open and Honest
  • Humble and Self-Aware
Compensation and Benefits
Compensation includes a competitive base salary and an excellent package of health, retirement savings and other benefits.
Application Process
Applicants must be legally authorized to work in the United States.  Pursuant to the San Francisco Fair Chance Ordinance, we will consider for employment qualified applicants with criminal histories in a manner consistent with the requirements of the ordinance.
The Gordon and Betty Moore Foundation is an equal opportunity employer. All correspondence will remain confidential.