Associate Specialist, GP Field Program Operations

Job Posting Organization:
The World Wildlife Fund (WWF) was founded in 1961 and has since become a leading global conservation organization. With a mission to help people and nature thrive, WWF operates in over 100 countries worldwide. The organization partners with communities, companies, and governments to protect wildlife, conserve vital habitats, and advance sustainable solutions. Grounded in science and driven by collaboration, WWF focuses on conserving biodiversity, supporting resilient communities, and addressing climate change. The organization boasts nearly 1 million members in the United States and over 5 million globally, reflecting its extensive reach and commitment to environmental conservation.

Job Overview:
The Associate Specialist plays a crucial role in the administration of outgoing programmatic and operational agreements for the Great Plains (GP) and Native Nations Conservation (NNC) programs. This position is designed to provide comprehensive support to Financial Leads and Program staff throughout the agreement process, ensuring that all aspects of coordination are effectively managed. The Associate Specialist will contribute to the issuance of agreements, track project deliverables, manage payments to recipients, and process journal entries in Workday. Additionally, the role involves ensuring that financial, contractual, and administrative information related to outgoing agreements is accurate and well-organized across various Operations Systems such as SmartSimple, Workday, SharePoint, and AirTable. The Associate Specialist will also assist with operational functions of field-based programs, including Accounts Payable and fleet vehicle data monitoring, thereby ensuring that the GP program runs smoothly and efficiently.

Duties and Responsibilities:
The duties and responsibilities of the Associate Specialist include supporting Financial Leads with outgoing agreements, which encompass grants, consultancies, MOUs, and various other agreements related to travel support, equipment loans, and field office space. The Associate Specialist will coordinate with Program staff to prepare pre-agreement documentation, review recipient and tax forms, and troubleshoot any issues that arise. They will assist in the issuance of new agreements, draft necessary documentation, and ensure that all agreements adhere to internal review processes. The role also involves processing and tracking outgoing agreement payments, monitoring compliance with deliverable requirements, and maintaining accurate records across multiple systems. The Associate Specialist will provide weekly updates on the status of agreements and assist in the management of day-to-day administrative operations, ensuring effective communication both internally and externally.

Required Qualifications:
Candidates for the Associate Specialist position should possess a Bachelor’s degree along with a minimum of two years of relevant experience, or alternatively, a minimum of four years of relevant experience without a degree. A working understanding of basic accounting principles, particularly FASB accounting, is essential. Familiarity with U.S. Government-funded projects is highly desirable, and experience working with Native Nations or rural communities is considered a plus. The ideal candidate will be highly organized, detail-oriented, and possess strong quantitative and analytical skills. Excellent communication and interpersonal skills are necessary, along with a customer service orientation and a collaborative spirit. Proficiency in word processing, databases, and spreadsheet software is required, as well as a commitment to fostering a culture of inclusion within the organization.

Educational Background:
The educational background required for this position includes a Bachelor’s degree in a relevant field. Candidates with a combination of education and experience that demonstrates the necessary skills and knowledge for the role may also be considered. The emphasis is on having a solid foundation in areas related to finance, administration, or project management, which will enable the Associate Specialist to effectively fulfill their responsibilities.

Experience:
The position requires a minimum of two years of relevant experience in a similar role, or four years of relevant experience without a degree. Candidates should have experience in administrative support, particularly in managing agreements and financial processes. Familiarity with project management in a conservation or non-profit context is advantageous, as is experience working with diverse communities and stakeholders.

Languages:
While the job description does not specify mandatory languages, proficiency in English is essential for effective communication within the organization and with external partners. Additional language skills may be considered beneficial, particularly if they relate to the communities served by the GP and NNC programs.

Additional Notes:
This position is preferred for applicants located in the Bozeman, MT area, but remote applicants within the United States will also be considered. It is important to note that applicants must be legally authorized to work in the U.S., as this position is not eligible for employment visa sponsorship. The role does not provide relocation assistance. WWF promotes equal employment opportunities for all qualified individuals, ensuring a diverse and inclusive workplace.