Job Summary
The Global Encounters Project Manager (PM) is a full-time staff position, supporting the advancement of the Ismaili community globally in the areas of youth leadership, arts, sports, education, community-building and culture. Reporting directly to the Global Encounters Executive Officer, the PM will work closely with various programed teams and institutional staff. The PM will provide a high-level of project management and executive support to ensure that projects are moved from conceptualization to completion. They will have key responsibilities for ensuring timely delivery of actions and will coordinate across the organization to support the planning, monitoring, tracking and reporting of key global initiatives such as International Festivals, Talent Development, and Heritage Journeys, among other areas.
- Support the development of an organizational culture which reflects inclusion, pluralism, collaboration, commitment to the vision, and overall excellence.
- Drive continuous process improvements for assigned areas and work across various project teams.
- Manage projects across a variety of areas of the organization and support the execution of key deliverables defined in the Global Encounters’ Operational Strategy, including collaboration with the Technology team on implementation of key system processes.
- Perform a wide variety of specialized and high-level administrative duties and office-related services required by the Executive Officer or International Advisory Committee, including coordination of correspondence, report preparation, logistical arrangements and preparation of materials for meetings and events, file/archive maintenance, and volunteer coordination.
- Support and collaborate with team leads to develop and priorities goals/work plans and, if assigned, drive teams to ensure programmatic excellence, consistent quality, and sustainable execution.
- Ensure consistent and efficient interaction with others across the organization.
- Support and facilitate appropriate and timely responses to queries, tasks or information requests from internal and external stakeholders, obtaining data from a variety of sources throughout the organization.
- Prepare proposals, presentations, technical papers, and regular reports.
- Conduct research and analysis on areas of key interest to the organization. Keep abreast of best practices and liaise, if required, with organizations, academic institutions, and national/international and community-based entities in order to integrate research-informed, best practice into GE programmed.
- Work collaboratively with relevant National Councils and AKDN agencies to sustainably expand Global Encounters’ footprint, and to achieve strategic, programmatic, and administrative synergies.
- Support community-facing communications, including but not limited to: responsive centralized email, phone communications, content for newsletters and website, and relevant social media.
- Support finance team with the development of an annual budget for review and approval; work with team leads to gather and consolidate inputs; and support teams to prepare budget revisions or updates as needed through the year. Practice financial discipline, including accounting of expenditures.
- Proactively take steps to identify, assess and mitigate potential areas of risk. Adhere to policies, procedures, and practices with regard to risk management, mitigation, security and safety.
- Support organizational leadership to ensure that all legal and statutory requirements of the organization are duly fulfilled and complied with and identify and mitigate risks facing the organization.
- Other responsibilities as assigned by institutional leadership.
Required Skills
Programme Management and Operations Expertise:
- Project management skills; champions delivery excellence
- Organizational and administration skills.
- Written, verbal, and interpersonal communications skills; provides timely project status communications as needed to ensure alignment across diverse stakeholder groups
- Budgeting and financial management experience
- Strategic & analytical thinking; has experience in diagnosing pain points for teams and solving problems by applying best practices and keeping a long-term perspective
- Successful experiences leading groups and contributing to large, global programmes
- Ability to work with and leverage a talented volunteer base.
Personal Attributes
- Sensitivity to operating within a values-based, resource-limited, non-profit context
- Ability and desire to work in culturally, linguistically, and socio-economically diverse contexts
- Flexible and open growth-mindset, and a desire to be part of a learning organization
Stakeholder Relations
- Strong relationship building, people management and volunteer coordination skills
- Ability to liaise and collaborate with others, and effectively manage relationships with partners
- Ability to engage with external non-profit, corporate, government, community and academic organizations and institutions
- Language Proficiency
English fluency required. Proficiency in second and third languages preferred.
- Location & Travel Requirements
The position will require working virtually initially, with a possible move to Lisbon, Portugal. International travel will be required for meetings and to ensure various projects are being organized to achieve the highest level of impact possible. Note that expectations of travel will take into consideration the current global pandemic and will only resume once deemed safe by health and security advisors.
