Operations and Projects Coordinator
Sonder Collective is looking for an Operations and Projects Coordinator with international and remote working experience.
Sonder Collective is a network of independent design and innovation experts working for a more sustainable and equal future. The co-operative is registered in Finland, but our members live across the world. We are a self organized network, which works with charitable, non-governmental organisations to lead or collaborate with other partners in the design and implementation of system level projects with social and/or environmental impact.
We are looking for an independent consultant to join our collective to lead, develop and run the operational aspects of our projects and member network. The purpose of this role is to ensure that our reputation for excellence is enhanced, by supporting the practical implementation of each project and ensuring that all operations run as smoothly as possible behind the scenes.
In this dynamic position you will be responsible for managing the timelines, deliverables and budgets of complex strategic and service design projects. You will be working with teams who are distributed across the globe. With many of our partners in the United States, Europe, Africa and Asia, you are comfortable working with diverse intercultural perspectives and complex project set ups. As someone with strong people skills you choose to navigate these complexities with patience, perseverance and empathy. With your strong project management skills you will bring and develop the right tools, processes and interactions between our project members and partners. Approximately 40% will be strategic (Shape project management and operations, co-ordination of the Sonder network) work and 60% operational (Execute project management, coordination and administration responsibilities).
As a member of the collective, where every member owns part of the business, you will actively contribute to the development of our network and the way we work.
Responsibilities
Operational
- Support Sonder in the creation of policies (travel, per diem, project coordination)
- Develop best practice processes for project management and co-ordination
- Set up Sonder’s annual board meetings, agendas and facilitate the meetings
- Join/Facilitate weekly Sonder practice meetings, capture to-dos and follow up on tasks to ensure they get completed
- Document and archive meetings notes in organised and accessible way
- Organise Sonder retreats which take place 2–3 times annually
- Contribute to new business development, proposal writing and budgeting
- Setting up new contract documents, and ensuring contracts are signed and archived in the right place
- Obtaining business information from client contractors, as well as responsibilities and payments details from Sonder members
- Ensuring sub-contractors know the Sonder processes and policies
- Following up with subcontractors monthly to ensure invoices are submitted on time
- Checking with finance manager that all invoices have been received
- Tracking that purchase invoices submitted are in line with contracts signed
- Tracking that sales invoices are submitted to clients on time
- Approve invoices in the accounting system in line with the contracts signed
- Keeping track and manage the travel expense budgets
Project management
- Own and track the timeline and activities, making sure responsibilities are clear and milestones are completed on time.
- Own and track the budget and ensure the project runs on track
- Own scheduling and coordination of people’s availabilities for meetings
- Develop and maintain project folder logics and naming conventions
- Support the team with administration, travel and other logistical needs
- Work with project leads and finance manager to complete the reporting
- Monitor time tracking of the team against contracts
- Document meetings notes in organised and accessible way
- Capture meeting todo’s and follow up to ensure tasks/actions are completed
- Collect weekly updates from the teams and provide an email to the group on highlights
Requirements:
- Strong project management skills
- Strong attention to detail and administrative skills
- Strong people skills: open communication, supportive, enabling, assertive
- Experience in business administration but a curiosity to work with new business models and post capitalist values
- Experience with developing project management and financial tools (budgets, timetables, cashflows)
- Experience with global health, international development or social impact work is a plus
- Strong intercultural communication skills
- Flexibility and agility
- Remote working across multiple time zones
- Independent working style and problem solving attitude
- Interest in the Sonder’s vision and mission
- Based in Europe
What Sonder Collective offers
- You can work from home
- You have freedom over your holidays and worktimes.
- You self-manage your time and duties
- You are part of an international network of idealists and change makers
- You are part of shaping new ways of working
Type of contract
6 month consultancy contract initially (with possibility to extend) after which collective membership is offered.
Please be aware that there is no employment opportunity with Sonder. Our collective works purely on contracting.
Interested?
Send your resume and cover letter why you are the right one to want2work4@sonderdesign.org before 30th May 2019.
We look forward to hearing from you!
