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Job Description: Operations & Logistics Coordinator

Position Title:Operations & Logistics Coordinator
Reports To:Deputy Director
Position Classification:Non-exempt

GENERAL SUMMARY

The Disability Rights Fund has an exciting opening for an Operations and Logistics Coordinator to manage complex logistics and provide administrative support to the organization in its Boston office.

ABOUT THE DISABILITY RIGHTS FUND AND THE DISABILITY RIGHTS ADVOCACY FUND

The Disability Rights Fund (DRF) is a multimillion-dollar grantmaking collaboration between a diversity of donors and the global disability rights community that resources organizations of persons with disabilities (OPDs) to advocate for equal rights and full participation in society. The Disability Rights Advocacy Fund (DRAF) is DRF’s sister organization, supporting advocacy for legislative change. DRF/DRAF currently work across Africa, Asia, the Pacific Islands, and the Caribbean. The Funds – which are based on a participatory grantmaking model – annually make 200-300 grants, mainly ranging from USD $10,000-$50,000 each, to OPDs to advance the UN Convention on the Rights of Persons with Disabilities (CRPD), including in implementation of the Sustainable Development Goals (SDGs) and Global Disability Summit commitments.

POSITION SUMMARY

DRF/DRAF are in a time of significant growth and evolution. The current pandemic has highlighted the critical importance of ensuring that government actions globally are inclusive of persons with disabilities. There is increased donor interest in disability inclusion as well as in participatory grantmaking, both of which have been core pillars of DRF/DRAF’s approach and are demonstrated areas of strength. In a rapidly growing organization, operational and logistical coordination plays a key role in the smooth functioning on a day-to-day basis of the organizations.

ESSENTIAL DUTIES AND RESPONSIBILITIES

  • Logistics (20%)
    • Maintain and update travel and security manuals, including to incorporate implications of COVID-19; coordinate staff training as needed.
    • Coordinate and manage virtual events, including:
      • Provide in-house expertise on virtual software (Zoom, etc.), including training staff as necessary.
      • Work closely with Development and Communications teams to coordinate virtual events and ensure events are publicized.
      • Ensure accessibility of events with Inclusion and Accessibility Development Manager.
    • Manage high-level relationships with other organizations, government agencies, and DRF/DRAF partners for logistical planning of meetings and events.
    • Manage complex domestic and international logistics for events, trainings, and conferences in which DRF/DRAF grantees, staff, and other stakeholders participate, including:
      • Accessibility/reasonable accommodations
      • IT needs, including onsite and virtual
      • Travel arrangements (lodging, hotels, visa letters, insurance, etc.) as possible during the pandemic
      • Facilities/Venues
      • Catering
      • Security
    • For virtual meetings, handle scheduling and logistical coordination of participants, including panelists.
    • Coordinate accessibility requirements for meetings (e.g., arranging sign language interpreters, closed captioning, etc.) and for participants in meetings (working with personal support providers, etc.) under guidance of Inclusion and Accessibility Development Manager and Program Team members.
    • Manage onsite meeting logistical support, including sourcing assistants as needed.
    • Coordinate international travel for grantees and grantee delegations attending international meetings at the UN in New York and Geneva, including flights, visas, lodging, UN passes, etc.
    • Identify, vet, and manage travel and logistics vendors to ensure value for money and accordance with procurement policy.
  • Administration/Operations (50%)
    • Serve as rapporteur for the Cross-Functional Team.
    • Work closely with Deputy Director to implement administrative goals as outlined in annual organizational workplan and Admin Manual. Update the manual and the organization’s organogram as needed.
    • In collaboration with Talent and Culture Manager, manage logistical aspects of recruitment and onboarding of new team members. Manage initial triage of job applicants, including setting up folders on OneDrive, reviewing resumes for basic qualifications, and communicating with Talent and Culture Manager. Order supplies and equipment; set up systems access and logistical onboarding of new team members, including email set up and home office set up as needed.
    • Manage inventory for Boston office, including in preparation for in-person meetings in-office or external.
    • Maintain electronic files and records and devise more efficient filing systems
    • Provide administrative and travel support to the Deputy Director, including coding of expenses, as needed.
    • Coordinate monthly staff meetings, including working with external captioner.
    • Coordinate signature of necessary Codes of Conduct, Conflict of Interest statements, and any other documents needed for Board, staff, and consultants.
    • Manage DRF/DRAF Admin and info@ email accounts.
    • General office management duties, including mailings, etc.
    • Maintain close contact with the building manager and coordinate with the Deputy Director regarding room reservations, access passes, etc.
  • Technology (25%)
    • Manage Tech Task Force (TTF) and liaise with Cross-Functional Team on recommendations.
    • Oversee TTF projects, including sourcing external consultants as necessary.
    • Provide first-line support for computer and other technology issues; liaise with external IT consultant to remedy larger issues
    • Working with Communications Director, maintain data for DRF and DRAF websites:
      • Put in place an annual review of all bios
      • Coordinate additional updates with other team members.
    • Working with Communications Director, provide back-up for social media posts on Facebook, Twitter, and LinkedIn.
  • Other (5%)
    • Other projects and duties, as assigned.

EDUCATION AND/OR EXPERIENCE

  • Bachelor’s degree, or equivalent with minimum 3 years of relevant experience.
  • Extensive experience coordinating complicated international travel logistics with wide range of stakeholders.
  • Experience with office management.
  • Experience with virtual meeting logistics (Zoom, including breakout groups; etc.)
  • Experience troubleshooting IT issues as well as proficiency with Mac computers
  • Some experience with human resources preferred.

KNOWLEDGE, SKILLS, AND ABILITIES

  • Exceptional administrative and organizational skills.
  • Conference and/or meeting development skills.
  • Excellent written and verbal communication skills in English. Other language proficiencies (Haitian Creole, Burmese, Indonesian Bahasa, or French) a plus.
  • Computer proficiency (Word, Excel, Outlook, PowerPoint); willingness to learn additional applications (and accessible technology) as necessary.
  • Knowledge of Office 365 platform, Teams and related apps
  • Ability to manage time efficiently and effectively.
  • Passion and commitment to advancing the human rights of persons with disabilities.

Salary and Benefits

This is a full-time position; salary will be commensurate with experience. DRF offers an excellent benefits package including employer paid medical, dental, and vision insurance for employees. 

LOCATION

DRF operates primarily as an e-office with headquarters in Boston, MA USA. If you are not based in Boston, you must have the ability to work independently in a remote environment. Travel to Boston is required at least annually and on an as-needed basis. Additional international and domestic travel may also be needed.

HOW TO APPLY

Please email a cover letter and resume to:

Roger Falcón, Deputy Director

jobs@disabilityrightsfund.org (please, no phone calls)

The Disability Rights Fund is an equal opportunity employer. We seek to build a diverse team. Applicants shall not be discriminated against on any basis. Individuals from historically marginalized identities including Black, Indigenous, and people of color and persons with disabilities are encouraged to apply.

DEADLINE

Applications are due by May 5, 2022 and will be reviewed on a rolling basis.

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