Senior Associate – Operations

Who we are what we do?

World Resources Institute (WRI) is an independent, non-profit global research organization that turns big ideas into action at the nexus of environment, economic opportunity and human well-being. Our work focuses on building sustainable and livable cities and working towards a low carbon economy. Through research, analysis, and recommendations, World Resources Institute puts ideas into action to build transformative solutions to protect the earth, promote livelihoods, and enhance human well-being.

WRI India has the capacity to convene key stakeholders, and forge strategic partnerships with governments, business, foundations, civil society organizations, institutes and NGOs, to scale-up solutions that can bring game-changing results for the sustainable management of natural resources in India.

Operations Overview

The Operations team supports the crucial front-line work of our organization. The team works closely with donors, partners, govt. agencies, statutory bodies, trustees, vendors, and consultants for all projects, providing all required support to enable WRI’s programs to deliver outcomes seamlessly. The Operations team also supports program staff and other core function staff to help create high quality research products.

WRI India’s Operations team includes various functions like budgeting, grants and contracts management, legal, HR, IT and facilities. Each role comes under the purview of operations and each functional lead reports to the Operations Director and consequently to the CEO of WRI India.

About your role:

The Operations team in India is seeking a motivated, detail-oriented and organized individual to support its operational and administrative activities. In this role, you will work on maintaining budgets for complex and multi-faceted grants, tracking expenditures, monitoring contracts and sub-agreements, event management, and other administrative, operational, and support tasks as needed.

How your day will unfold:

Grants and Financial Management (45%)

• Prepare and manage the program’s annual budget as well as funder specific budgets including monitoring monthly expenses and updating projections
• With the Program Director, review budgets and spending on a monthly basis to ensure compliance and appropriate spending of this grant budget.
• Support and advise of the Program Director on overall India Energy Program financial management, including oversight of project budgets, contract commitments and expenditures, staffing, proposal budgets, and financial reports
• Coordinate with and advise project managers on budget management, supporting them in expense forecasting and revenue analysis
• Review and understand grant requirements, to include managing a calendar of reporting due dates and to ensure team compliance with terms and conditions of complex grant and contract agreements.
• Ensure timely and accurate submission of financial reports, audits, and other relevant paperwork
• Assist in project reporting processes including preparing semi-annual, annual and any mid-cycle financial reports both internal and external.
• Actively coordinate and collaborate with the accounting team, payments team, HR, other core functions team
• Work closely with other program teams on financial management for cross-matrix grants.
• Coordinate with the Energy program team for timely completion of timesheets, expense reporting, etc.
• Supports the drafting of grant proposal budgets and assists in the collection & submission of formal proposals for grants.
• Submit and track requests for payment in a timely manner and ensure that payments processed are consistent with WRI’s internal policies and grant requirements
• Provide solutions to highly complex and sensitive problems, advising of the India Energy leadership in matters of WRI policy and best practice in regards to accounting, development, grants and contracts, and human resources

Partner Management and Procurement (30%)

• Prepare and maintain subgrant and contract agreements (including amendments if needed) with partners and contractors
• Track contract deliverables to ensure that they are submitted within the period of performance and coordinate the submission of invoices
• Work with partners to help them understand and meet subgrant requirements
• Monitor partners to ensure the timely and accurate submission of progress and financial reports
• Process letters of engagement, purchase orders, work orders, and other formal documentation for project commitments with external vendors
• Prepare and maintain procurement documentation (for example sole source justification, tendering process etc.) if applicable

Program Support (10%)

• Support project managers in coordinating with external partners, and provide close liaison with WRI staff across operations teams (primarily with finance and audit functions)
• Coordinate outreach efforts (in support of the Communications team) on behalf of the project
• Support the tracking of project milestones against timelines.
• Coordinate and schedule internal and external meetings regarding projects among team. Attend internal and external meetings if needed, taking notes and tracking follow-ups with staff and partners.
• Assist with recruitment and onboarding of new staff members
• Organize and manage project documentation in shared drives
• Provide well-rounded proactive operations and management advice to Program Director to ensure sound implementation of project per donor standards and in resolving operational and coordination issues

Conference, Travel and Event Support (10%)

• Book, organize, and ensure the successful execution of meetings to include venues, facilitators, interpretation services, catering, availability of materials, and any other needed services as well as complete the necessary contracts and payments, in line with WRI guidelines.
• Assist with staff travel arrangements and expense reports as needed.
• Coordinate travel for participants, in keeping with donor requirements and Energy program budgets. Coordinate participant travel reimbursements, ensuring proper documentation.
• Provide logistics support for online events (webinars, brownbags, meetings) including Teams/Zoom administration, participant and attendee tracking and regular updating of member engagement monitoring systems
• Supports teams with financial management for conference and event logistics as needed, including participant travel

Administration (5%)

• Support the India Energy Program Director in administrative needs, including scheduling, travel, email, communications, and general organizational needs
• Serve as the go-to person for the India Energy team’s ad-hoc administrative needs
• Other duties may be assigned based on need and interest

Qualifications and requirements we seek:

• Master’s degree required (or bachelor’s degree with two additional years of relevant experience) in a related field (Business/Finance/Accounting)
• 4-7 years of full time years previous work experience in financial management, grants and contract management, or administration, preferably in a non-profit setting
• Interest in program operations, grant compliance, financial management, and budgeting
• Attention to deadlines particularly with regard to grant compliance and monitoring subgrant and contract relationships
• Strong process orientation with sensitivity to quality, timelines, and organizational systems
• Excellent interpersonal skills, including an ability to work constructively with a wide range of stakeholders and within a team setting
• Strong writing, communication, and computer skills, including advanced proficiency in Office365 suite, especially MS Excel, and web-based communications (Zoom, Teams, etc.). Familiarity with database software and management (such as Raiser’s Edge, Concurs, Cognos, TM1, etc.) a plus
• Able to adapt to changing priorities and able to manage multiple projects with varying deadlines, with a high level of accountability and reliability
• Familiarity with CRM database (Salesforce), advanced budgeting (Microsoft Cognos, TM1), and/or Office 365 tools (SharePoint, Planner, etc.)
• Prior experience with European or UK grants; experience with organizational sub grants & monitoring sub grantee delivery and compliance.
• Ability to work independently with minimal supervision
• Ability to thrive in a fast-paced environment
• Commitment to WRI’s mission and institutional values

Salary and Benefits:  10,00,000 INR to 11,50,000 INR CTC Per annum

Salary shall be commensurate with experience and skills. WRI offers a generous and comprehensive benefits package.

Duration:1 year as term hire (extendable based on performance and project requirements) 

Location: Bengaluru, India 

Start date: As soon as possible

List of Documents to be attached:

• Cover Letter
• Resume

Only shortlisted applicants will be contacted for interview purpose. 

Diversity, Equity, and Inclusion (DEI) @WRI India

WRI India values and promotes diversity, equity and inclusion across all areas of our work and workforce. Integrating these values into our actions fosters a progressive and collaborative culture and can also enhance our impact.  It is our responsibility to create a welcoming working environment for people of diverse cultures, backgrounds and experience to learn together. We are responsible for fostering a safe and inclusive workplace where questions, concerns and information about diversity, equity and inclusion are part of our ongoing dialogue and development.

Learn more about WRI India’s commitment to Diversity, Equity, and Inclusion (DEI). Click Here

People-centric to the core:

We keep our people at the centre of everything we do – from a welcoming work environment to benefits and a culture that encourages staff to stay healthy, happy, engaged, and growing.

Some of the non-monetary benefits that our staff get:

Health benefits: We cover health insurance for you and your loved ones for up to INR 8 lakhs

Term Insurance: Our term insurance policy covers life coverage of 50 lakhs per staff member

Employee Assistance program: Promoting mental well-being and supporting staff in achieving a satisfying work-life balance

Digital healthcare service: Online doctor consultations for your primary healthcare needs

Flexible work schedule:  Alternative work arrangements for all who are eligible by nature of their job

Learning culture: Workshops and trainings to empower staff, encourage new learning opportunities

Rest and Recharge weeks: We encourage staff to take time off to rest, rejuvenate, upskill, and pursue their interests.

Our leave policy: Avail personal time off at 36 per year, along with public holidays, maternity, paternity, and adoption leaves.

Click here to know more about our benefits Careers | WRI INDIA (wri-india.org)

Equal employment @WRI India

We believe in equal employment, it is our policy to recruit, and provide opportunities for advancement in all job classifications without regard to caste, religion, sex, age, marital status, sexual preference, parental status, or disability.