Humanitarian OpenStreetMap Team
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Position description
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 organisation’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. The postholder will work closely with the Portfolio Team, Operations Team, Project Finance staff and Project and Program Leads to keep planning cycles on track, support budget monitoring, and ensure Asana is used optimally, and will act as surge support for the Operations Team when travel and security needs arise.
Key Responsibilities: Support the end-of-year annual planning process, including overall project coordination in Asana, supporting project finance staff, regular internal staff communications, and after-action review facilitation and feedback integration; support project and program leads throughout the year, 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, answering questions, working with Operations and the Portfolio Team to ensure optimal use of the tool, heading up annual and ad hoc staff training, and potentially reinstituting the Asana Advisory Council. Other responsibilities: supporting Operations and Portfolio Team Leads with the organization’s Operating Model refresh, especially defining and instituting appropriate infrastructure tools and practices; acting as surge support for travel and physical security, including developing safety/security protocols, supporting travel booking and visa documentation, and updating current tools and processes.
Qualifications
(Essential): At least 3 years of professional experience; field project work experience; fluency in English; lived experience working in Asia, Latin America/Caribbean and/or Africa; experience running training sessions, workshops or teaching; knowledge of and experience in best budget management practices; experience in project coordination including direct use of Asana or another project management software; experience supporting complex travel (large scale travel, challenging security profiles); clear, concise and actionable written communication; proven ability to work independently and lead activities; demonstrated versatility and integrity; demonstrated understanding of open source and open data culture and ethos across cultural contexts; passion for open source and open data; and deep commitment to humanitarian, disaster resilience and development work demonstrated through prior professional experience.
Desirable: Previous work or volunteer experience with HOT; a university or college degree in a relevant field such as Public Health, Geography, GIS, Disaster Risk Management, Urban Planning or Computer Science, or demonstrated equivalent humanitarian-related experience; experience with OpenStreetMap tools such as JOSM, iD and QGIS; experience in GIS and spatial data analysis including remote sensing and imagery; experience with donor relations including reporting and deliverable requirements; fluency in multiple languages.
Application instructions
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