Job Description

Major Function

The Program Associate assists with administrative and programmatic tasks related to projects managed under the Large Project Management Unit (LPMU) of Markets and Food (e.g. CMI 2.0 Codex Planetarius, Tapestry, Markets Institute projects, etc.). This position works to support the Markets and Food’s program goals and objectives through conducting research and analysis, organizing information and materials, drafting reports, proposals and presentations, and assisting with project management, policy development and analysis. Coordinates major activities for the program, communicates with staff on ongoing activities, and administers and monitors budgets, contracts, and other assigned projects.

Key Responsibilities

• Creates and maintains detailed project schedules for monitoring tasks and activities of the program; modifies project schedule as directed, prepares project status reports. Gathers, organizes, and analyzes information from a variety of sources. Stays current on issues related to program areas of focus. May assist with developing various databases to track information on conservation-related matters.
• Supports and monitors preparation of agreements for sub-grantees and consultants for final approval. Ensures agreements and payments are processed in a timely way and in accordance with WWF policy and procedures, identifying problems and formulating recommendations for corrective action as appropriate. Prepares paperwork for approval, secures signatures, and distributes documents to appropriate parties. Follows up on contract deliverables and other requirements. Updates project tracking database to ensure information is accurate.
• Writes case studies, policy briefs, research summaries, informational documents, and presentation materials. Composes reports, briefings, and other documents to summarize findings. Develops proposals, consulting agreements and other agreements for final approval.
• Assists in donor communications and fundraising activities, develops program-specific publications.
• Oversees comprehensive financial administration —including processing invoices and expense reports, managing account coding, and facilitating reclassifications—while providing strategic support through budget preparation, variance analysis, and acting as the primary liaison with accounting to ensure fiscal integrity and reporting accuracy.
• Collects information and maintains logs, records, or lists on a regular or ad-hoc basis using word processing, spreadsheet, or database software. Reviews, validates, and inputs data collected or provided by others. Identifies any problems with the data and coordinates with others to resolve problems as needed.
• Synthesizes and prepares reports using information gathered for internal staff as well as members, donors, and government staff by preparing tables and charts, calculating statistics, interpreting data, and assisting in writing results. May assist with compiling input for proposals and preparing for presentations.
• Schedules meetings; responsible for setting up conference bridges, coordinating online meetings, managing other meeting logistics, and following up with meeting notes.
• Performs other duties as assigned.

Key Competencies

• Operational Excellence & Precision: Maintain high standards of accuracy and data integrity. Proactively manage competing timelines and complex datasets to ensure all program deliverables, reports, and documentation are consistent, error-free, and submitted on schedule.
• Project Coordination & Support: Serve as the operational backbone for program execution. Support the full project lifecycle by tracking tasks, maintaining rigorous documentation, and ensuring seamless communication and alignment across all stakeholders.
• Proactive Problem-Solving & Judgment: Exercise sound, independent judgment to anticipate bottlenecks and resolve operational issues. Apply existing policies, leverage precedents, and identify process improvements to ensure program objectives are met with minimal supervision.
• Professional Communication: Distill complex program information into clear, concise, and professional materials. Tailor written reports, summaries, and presentations to the specific needs of diverse audiences to ensure transparency and organizational alignment.
• Stakeholder & Relationship Management: Champion a culture of partnership by working effectively with internal teams, external vendors, and stakeholders. Cultivate and maintain productive relationships that support cross-functional goals and contribute to a cohesive program environment.
• Agility & Resourcefulness: Thrive in a dynamic, fast-paced environment. Demonstrate the ability to pivot between shifting priorities and evolving administrative needs without losing focus on quality, project milestones, or organizational goals.

Qualifications

• Must have a Bachelor’s degree (or equivalent experience) plus two years’ professional experience, or a minimum of four years relevant experience, preferably with environmental or conservation science education.
• Detail oriented and methodical.
• Ability to manage multiple projects and priorities.
• Excellent communication, organizational and analytical skills needed to proof and edit documents.
• Strong verbal and written communication skills.
• Ability to take initiative, prioritize, complete work with minimal supervision and meet deadlines.
• Strong management of Microsoft office software (PowerPoint, Excel and Word), as well as online tools (Sharepoint, Box, Airtable, etc.) is required.
• Proficiency in Spanish and English to include solid written and verbal language skills is required. Proficiency in Portuguese desired.
• Committed to building and strengthening a culture of inclusion within and across teams.
• Identifies and aligns with WWF’s core values:
  • COURAGE – We demonstrate courage through our actions, we work for change where it’s needed, and we inspire people and institutions to tackle the greatest threats to nature and the future of the planet, which is our home.
  • INTEGRITY – We live the principles we call on others to meet. We act with integrity, accountability and transparency, and we rely on facts and science to guide us and to ensure that we learn and evolve.
  • RESPECT – We honor the voices and knowledge of people and communities that we serve, and we work to secure their rights to a sustainable future.
  • COLLABORATION – We deliver impact at the scale of the challenges we face through the power of collective action and innovation.

Additional Information

Please note: Applicants must be legally authorized to work in the U.S. This position is not eligible for employment visa sponsorship. In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire.

Relocation is not provided for this position.

World Wildlife Fund (WWF) promotes equal employment opportunities for all qualified individuals regardless of age, race, color, sex, religion, national origin, disability, veteran status, or any other characteristic protected under applicable law.