Program Associate, Markets & Food

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