Operations Associate (Bilingual)

Organization Summary and Context 

The International Funders for Indigenous Peoples (IFIP) is the only global funders network dedicated to fostering partnerships among Indigenous Peoples and funders around the globe. IFIP is dedicated to shifting power, mobilizing resources, and building partnerships to amplify Indigenous leadership and to support the self-determination and rights of Indigenous Peoples, their communities, land and territories worldwide. IFIP influences funders to practice a new paradigm of giving based on Indigenous values “The Five R’s of Indigenous Philanthropy” —Respect, Reciprocity, Responsibility, Relationships and Redistribution.  Building on over 20 years of experience, IFIP is at an exciting moment of evolution and on a path to accelerate staff growth and organizational capacity to roll out new areas of work that require additional support to expand our grantmaking operations, workflows, and people operations.  

Position Overview 

IFIP seeks a mission-driven, detailed oriented, highly organized, and motivated individual to join IFIP’s growing global team as Operations Associate. This is a hybrid position with up to three days a week in-person at the IFIP office located in Sacramento, CA. The Operations Associate plays a key role in will supporting operations, office administration, and grants management for an expanding global organization. Fluency in formal/professional Spanish is required. This is a great opportunity to gain experience in non-profit operations and to be part of a global team that works with a range of stakeholders including Indigenous Peoples organizations. Understanding of, experience with, and respect for, Indigenous Peoples values and rights is essential for the position.  

This position reports to the Operations and Finance Director and will work closely with the Executive Director. IFIP’s global community of staff, board, members and partners are based across the globe requiring a flexible work schedule. 

RESPONSIBILITIES 

 Operations – 75% 

• Serve as primary, front-line contact for the organization; handle inquiries via phone, email, physical mail, answering questions and/or direct them to the appropriate staff member(s) as needed. 
• Provide office management support including but not limited to liaising with building management, ordering supplies and equipment, and maintaining digital and paper files and teleconferencing systems.  
• Support processing and coding of payment requests, receipts, travel expense reports, and other bookkeeping needs. 
• Support the hiring process by assisting hiring managers with job postings  and communications.  
• Provide logistical support for IFIP meetings, events, and conferences (in-person and virtual) including but not limited to staff retreats, board meetings, the IFIP Global Conference other events throughout the year. 
• Coordinate with vendors and other stakeholders for board meetings, staff retreats, and other events and projects as needed, such as the managed IT service provider, hotel and event venues, and AV providers, etc. 
• Coordinate with IFIP’s travel booking vendor, and support  IFIP staff and constituents, on travel booking for board meetings and other events periodically. 
• Performs other duties as assigned. 

Membership and Grants  – 25% 

• Update and maintain CRM and grants management platforms, including data entry and updates to donor and member records to ensure accuracy and integrity of data. 
• Follow protocols for the data entry process and maintain strong working knowledge of CRM systems for internal membership, grants, and donor management, including processing renewals and dues payments when needed. 
• Maintain a thorough understanding of data privacy requirements, and best practices. 
• Respond to donor inquiries and assist with donor acknowledgements and tax letters. 
• Support effective data management and support for grant reporting, tracking, and membership management. 
• Coordinate  grants administration, due diligence, and workflows from applications to grant reports, to drafting communications and record keeping. 
• Develop and maintain strong working knowledge of grants management regulations and guidelines to ensure grants compliance.  
• Serve as the primary point of contact for grant inquiries including but not limited to questions from application process to reporting requirements. 
• Other  related tasks as needed. 

REQUIRED QUALIFICATIONS: 

• At least 2 years of professional experience in non-profit operations, , philanthropy, or a related field. 
• College coursework or Bachelor’s Degree in international development, non-profit administration and/or a related field or equivalent. 
• Knowledge of Indigenous Peoples organizational landscape, philanthropy, and civil society organizations strongly preferred.  

SKILLS AND ABILITIES 

• Knowledge of constituent record management (CRM) databases. Work to a high degree of accuracy and attention to detail and maintain accurate records and files. 
• Strong technical proficiency with remote meeting software, project management tools, file management, and cloud platforms such as Office 365 and Google Suite, and other IT tools. 
• Effective, demonstrated communication skills in written, oral, and electronic forms.  
• Experience coordinating in-person and virtual meetings and events. 
• Innovative thinker and ability to troubleshoot and work through problems. 
• Ability to prioritize, organize and coordinate multiple tasks, high attention to detail is required.  
• Limited travel required, including possible international travel. Proof of Covid 19 vaccination required.  
• Fully bilingual in English and Spanish. 
• Familiarity with working remotely as part of a small team and working across time zones. 

PERSONAL QUALITIES 

• A global mindset, and comfortable in cross cultural communication with people from different backgrounds. 
• Flexible and able to meet deadlines while juggling multiple tasks and priorities. Ability to work independently and as part of a global team. 

IFIP offers a competitive compensation and benefits package including employer paid health, dental, and vision benefits, 10 days of paid vacation in the first year, and 11 paid holidays per year.  

Please submit a resume and cover letter. The cover letter should address i) your interest in philanthropy to indigenous movements, ii) an example of a challenge you’ve encountered with a database and how you worked through it iii) your interest in working at IFIP.