Careers

POSITION

The Operations Coordinator serves as the key support administrator to the ITDP New York office and handles administrative functions for the Operations Manager. The successful candidate will be a resourceful self-starter who is people and customer service oriented, extremely organized, excels at juggling multiple projects, and is comfortable working with teams across several time zones, in support of the organization’s operations, IT, events, finance, and global teams. The Operations Coordinator will be expected to work cooperatively and communicate effectively with staff and teams across ITDP, and various vendors. The Operations Coordinator will report to the Operations Manager.

This role is based in our New York City office in a hybrid work model. The hybrid model is a combination of in office work and telework. Telework may be performed from the states of New York or New Jersey only.

RESPONSIBILITIES

• Oversee front desk responsibilities including: answer phones, greet guests, package acceptance, manage publications, coordinate mailings, manage general email inbox, file and archive documents, office organization, and run errands as necessary.
• Responsible for office maintenance including ordering supplies, restocking and organization. Ensure general tidiness of the office including kitchen and communal areas.
• Create, maintain and update the tracking of crucial organization information such as consultant contracts, leases, trademarks, credit card information, etc. 
• Assist with management and training for various software platforms such as Nexonia and TravelPerk. 
• Manage, ensure payment of, and create expense reports for all NY office and IT related bills. 
• Manage virtual and physical conference room spaces including providing support for Zoom and Google Meet, preparing and troubleshooting audio/visual equipment, and coordinating with IT for special requests.
• Manage training and maintenance of organization wide asset management software, and track and manage US based devices.
• Conduct research for the Operations Manager, Chief Operating Officer, Director of Finance and various ITDP teams as needed.
• Serve as the point person for the property management company (landlord) on issues such as building maintenance and security, office vendors such as cleaners, USPS, etc.
• Manage office policies and procedures including COVID prevention related policies, staff adherence, documentation, and updates as needed. 
• Coordinate special events in the office such as lunches, birthdays, team-building exercises, and an annual holiday event..
• Collaborate with CEO Special Assistant on special projects as needed, including assistance with the annual MOBILIZE conference and act as a back-up administrative resource for Global and US Program teams as needed.
• Maintain Administrative Handbook, including adding and updating process documentation.
• Assist with organization-wide intranet platform, including page creation, organization, training and support.  
• Other duties as assigned.

REQUIRED QUALIFICATIONS

• 1-3 years of related administrative experience
• Proven ability to manage a dynamic office, and juggle short and long-term deadlines with conflicting priorities.
• Detail oriented and organized, with strong planning and prioritization abilities.
• Quick learner and desire to take initiative 
• Strong information management skills and a high level of computer and software literacy. 
• Knowledge of and demonstrated proficiency in the use of office computer applications, including G-Suite applications (Slides, Docs, and Sheets) and Microsoft Word, Excel, and PowerPoint.
• Sound judgment and discretion
• Strong communicator with excellent written, oral and interpersonal skills.
• A creative problem solver with the ability to work both independently and as part of a team.
• Demonstrate a high level of integrity and professionalism.

PREFERRED QUALIFICATIONS

• Non-profit experience is a plus.
• Bachelor’s degree.
• Fluency in another language such as Spanish, Cantonese, or Mandarin.

OTHER DETAILS

ITDP requires all employees to be fully vaccinated against COVID-19 unless a medical or religious exemption or an exemption required under state/local law is approved. Offers of employment are contingent upon proof that a candidate is fully vaccinated or qualifies for an exemption.

SALARY RANGE

The salary range for this position is $55K-$60K commensurate with experience.

To apply, please send a resume and cover letter to jobs@itdp.org with “Operations Coordinator” in the subject line. 

ORGANIZATION

The Institute for Transportation and Development Policy (ITDP) promotes sustainable and equitable transport worldwide. ITDP is a nonprofit organization headquartered in New York City with offices in Africa, Brazil, China, India, Indonesia, Kenya, Mexico and the United States. ITDP’s programs focus on bus rapid transit, urban development, non-motorized transport, travel demand management, shared mobility, and transport policy. More information about ITDP can be found at www.itdp.org.

ITDP is seeking a Southeast Asia Director. The Director is ITDP’s principal representative in Southeast Asia and will be responsible for advancing ITDP’s strategic goals in the region.

Based in Jakarta, the Director provides essential support to current ITDP programs while focusing on developing new program opportunities.

The Director will report to the Chief Executive Officer and be a member of ITDP’s Senior Leadership Council. The Director will oversee the ITDP Indonesia office in Jakarta and will be expected to collaborate with senior management, senior government officials and business leaders to lead ITDP’s regional strategy, develop partnerships and funding, and manage a passionate team of mission-driven professionals to create tangible impact in cities.

RESPONSIBILITIES

Program Development & Support

• In close collaboration with the CEO, develop ITDP’s regional strategy, including measurable five-year goals; prioritization of topics and geographies; clear influence targets; and a compelling approach to scaling ITDP’s impact.
• Develop relationships with key bilateral, multilateral, foundation and corporate donors in the region. Maintain awareness of key donors’ regional and country-level funding strategies. Actively engage donors to positively influence donor strategies and programmatic and funding priorities. Provide significant leadership on program design and proposal development. Write project proposal narratives and develop budgets as needed.
• Actively develop partnerships with local authorities, international and national agencies, other NGOs and research institutes, or other valuable contacts as a means to scale ITDP’s impact and expand programming into new topics, cities or countries in accordance with ITDP’s mission.
• Collaborate closely with ITDP field staff and headquarters to identify new projects, new donors, and other mechanisms to strengthen the organizational presence in-country.
  

Management & Operations

• Provide strong leadership that unifies the region within an international organization while nurturing initiatives in ITDP Indonesia’s office. Manage for results.
• Lead, recruit, develop, mentor and manage the team in the region – ensuring high morale, good performance, and embodiment of ITDP’s culture and values. Manage professional development plans for each staff member and manage performance evaluation process. Conduct regular site visits and provide mentoring and backup support as needed.
• Ensure that projects are high quality, well documented and effective; coordinate a quarterly review on progress of key project indicators and milestones. Track program budgets and ensure that projects are implemented in compliance with ITDP and donor financial policies.
• Ensure institutional strength in the region, including sound financial and accounting practices, good project management, an organogram with clear roles & responsibilities and decision-making, strong human resources, inter-office collaboration, regulatory and legal compliance, etc.
• Lead diversity, equity and inclusion iniatives in the region, and champion DEI as a core value in ITDP’s programmatic and operational work.

Communications

• In coordination with the CEO and Global Communications Director oversee, identify and develop a plan to communicate ITDP’s goals, strategies and successes for the region.
• Represent ITDP in public forums and public communications. Serve as an articulate, persuasive and effective spokesperson for ITDP and its mission, goals and successes to the external community.
• Protect the reputation and technical credibility of ITDP by ensuring that products released in ITDP’s name are of the highest technical caliber and enhance the role of ITDP as a standard bearer for best practice in transportation systems.
• Maintain sound working relationships and cooperative arrangements with outside organizations that are critical to the achievement of ITDP’s mission.
• Other duties as assigned.

REQUIRED QUALIFICATIONS

• Master’s degree in transportation, urban planning, economics, engineering, political science or related field required.
• 10+ years progressive experience in the sustainable transport field.
• Strong commitment to advancing ITDP’s mission and to environmental and social justice with an excellent command of sustainable transportation issues and approaches in Southeast Asia.
• Proven ability to manage a team with high morale and performance, and to collaborate effectively in an international organization with people of diverse cultures, perspectives and ideas.
• An astute leader with the ability to set clear priorities, delegate, and guide investment in people and systems; sophisticated analytic, organizational and problem-solving skills which support and enable sound decision making.
• Experience in a progressively responsible management role; an intuitive problem solver and motivator who can analyze complex issues and develop effective solutions that enhance ITDP’s relationships, goals and initiatives.
  
• Strong commitment to the professional development of staff; successful track record of recruiting and retaining a diverse team.
• Proven track record of fundraising in a nonprofit environment and strong connections with industry-related foundations and international aid institutions.
• Outstanding presentation and communication skills; demonstrated ability to be an outgoing spokesperson, relationship builder and fundraiser.
• Excellent coalition-building skills with an ability to communicate and work effectively with a variety of internal and external stakeholders; a persuasive negotiator able to achieve consensus amongst differing opinions.
• Fluency in Bahasa Indonesia and English is required.
• Ability to travel internationally on a frequent basis.

To apply, please send a resume and cover letter to jobs@itdp.org with “Southeast Asia Director” in the subject line.