Program Assistant - CBF Advancing Circular Economy (ACE) Facility | Join our Team!

About the career opportunity:

The CBF is seeking to recruit a Program Assistant (PA) with a proven record of success in the circular economy, including but not limited to marine litter and waste management to provide the program support to effectively implement the strategic agenda of the ACE Facility. The PA will work closely with the ACE Facility Team and report to the ACE Program Manager (PM), in providing this program support.

Expected Deliverables:

General (50% of overall time)

Provide administrative and logistical support to the ACE PM in managing the ACE Facility’s operations.
Assist in the implementation and monitoring of the ACE Facility Work Plan.
Support the review of progress reports, ongoing communication, and coordination of site visits for grant monitoring.
Support the preparation and organization of documents such as contracts, proposals, and grant agreements.
Assist in the compilation of reports for the CBF Board of Directors, ACE Facility Committee, CBF CEO, and Donor.
Support the organization of ACE Committee meetings, including scheduling, documentation, and follow-ups.

Program and Grants Administration Support (10% of overall time)

Assist in the processing of concept notes and proposals submitted for ACE funding.
Support the planning and coordination of workshops, trainings, and program-related events.
Assist with drafting and editing program-related materials and reports.
Maintain and improve documentation and records related to the ACE Facility’s operations.
Assist with program communications to beneficiary organizations, stakeholders and the ACE Facility Committee.
Track and follow up on operational tasks and pending matters related to grantees.
Support the execution of the Call for Proposals process, including documentation and selection procedures.

Stakeholder Engagement (15% of overall time)

Contribute to planning workshops and stakeholder engagements to facilitate knowledge exchange, collaboration, and networking.
Assist the ACE team in liaising with government bodies, non-governmental organizations, community organizations, private sector and other stakeholders.
Assist in the promotion of capacity building and institutional strengthening efforts of the ACE Facility.
Provide logistical and administrative support for stakeholder meetings and workshops.
Contribute to organizing knowledge exchange and networking opportunities of the ACE Facility.

Communications and outreach materials (15% of overall time)

Draft communications and outreach materials (e.g., press releases, blogs, and newsletters) in coordination with the ACE team and the CBF Communications Officer.
Assist in ensuring the ACE Facility’s visibility on the CBF website and social media platforms.

Monitoring and Evaluation (10% of overall time)

Assist the ACE team with the tracking and progress reporting of the ACE Facility Monitoring Evaluation and Learning (MEL) Plan.
Contribute to the preparation of reports on program lessons learned and adaptive management strategies.
Support the preparation of documentation for financial audits and annual fund use reports.

Minimum qualifications:

An undergraduate degree (Bachelor of Science) from a recognized university is required.
At least five (5) years of experience in a similar position.
Exemplary verbal and written skills in English. Good or advanced Spanish and/or French knowledge (conversational, reading, and writing) is a strong asset.

Management Skills:

Program/Project management: Demonstrated experience in supporting the development, implementation, and monitoring of programs and projects including the components of proposals, work plans, budgets, logical frameworks, procurement plans, monitoring learning, and monitoring plans. Demonstrated experience in writing reports, memoranda, financial reports, and similar documents.
Thematic knowledge: Demonstrated knowledge and understanding of the circular economy and waste management issues and their intersection with climate change, conservation, and natural resources management.
Event Organizing: Demonstrated experience in developing, organizing, and facilitating national/regional workshops and other events. Expertise with online forums, such as organizing and hosting webinars.

Technical Skills:

Stakeholder Engagement: Demonstrated experience working with government agencies, civil society organizations, and the private sector. Experience in liaising with donors would be an asset.
Monitoring, Evaluation, and Learning: Demonstrated experience and ability in monitoring, evaluation, and learning.
Communications and outreach: Experience in communications and outreach including the preparation of materials such as brochures, pamphlets, information/promotional documents, and online material for web content, social media, etc.

Other Skills:

Interpersonal and communication skills: Excellent interpersonal and communications skills, and the ability to work with diverse groups and organizations.
Proactive behavior: Be a highly energetic, self-starting, and creative individual who can express/recognize ideas, and opportunities, and communicate goals and objectives clearly.
Independent work: Ability to undertake actions, make decisions, and achieve results independently; and assume responsibility for the actions taken.
Assertiveness: Capacity to solve problems or conflicts assertively.
Remote Work Proficiency: Demonstrated ability to effectively manage time, meet deadlines, and maintain productivity in a virtual work environment.

Program Assistant – CBF Advancing Circular Economy (ACE) Facility