Program Coordinator

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About the Organization

We are a nonprofit fighting poverty, disease, and inequity around the world. For over 20 years, the Gates Foundation has been committed to tackling the greatest inequities in our world. We can’t achieve our goals on our own. We work together with businesses, government, and nonprofits, and each partner plays a specific role in accelerating progress.

Job Description

The Program Coordinator (PC) is responsible for coordination, implementation and maintenance of a range of projects and activities in support of the life cycle of grants and contracts. This role may run a portfolio of investments including grants, contracts, program related investments and other projects in support of programmatic strategic goals. The PC may provide budget oversight and planning, financial analysis, financial reporting, and/or portfolio and operations process management. This position will act as a primary support for grantee and vendor initiation, reporting and closure. Additionally, the PC will serve as liaison across multiple internal teams, and be responsible for ad hoc special projects as requested.

The postholder will be based at the foundation’s ICO office in New Delhi, and report to the Senior Program Manager, Strategy, Planning and Management (SPM).

Job Responsibilities

• Project Management (Investment Management): Coordinate the end-to-end investment making processes (e.g. managing key investment deadlines, tracking of invoicing and deliverables, receipt of required reports and monitoring expenditures, reviewing reports, including grant summaries and analysis) with internal collaborators (Program Officers and Business Partners) and external partners (grantees and vendors) within the internal systems.
• Financial Planning & Analysis: Manage data for all investments in multiple databases and SharePoint sites. Provide detailed financial analysis and ensure data integrity to support SPM team's and ICO’s financial decision making. Work with Program Manager and Program Officers to keep all pertinent information accurate and up to-date for reporting and analysis. Serves as point-person for Program Officers regarding budget targets and individual investment portfolio management.
• Strategy support: Work on special team projects, strategic as well as operational, as needed, usually related to investment making or supporting the efficiency of ICO processes. Identify areas for process improvement and make recommendations. Support SPM team for strategy reviews, strategic planning, learning sessions, onboarding of new hires, all staff interactions etc.
• Works closely with investment makers to develop and maintain a portfolio of investments. This may include advising on investment structure, ensuring compliance with foundation processes, maintaining internal systems, initial investment due diligence, and timeline management.
• Collaborates with business partners, grantees and vendors throughout the investment lifecycle to lead investments through internal and external processes. Collects portfolio data, identifies trends and communicates issues to program team.
• Plans and participates in cross-foundation and cross-program projects as appropriate. Areas of involvement may include Investment Workflow, IT, Finance, HR, and others.
• Assists program team with annual pipeline planning process.
• Acts as subject matter expert on processes, tools, systems and templates and provides training, ongoing coaching and process change support to program team and external partners to ensure successful adoption and sustained use.

Education Qualification/Required Skills & Experience

This is an exciting opportunity for a results-driven professional with strong analytical and quantitative skills, and hands-on experience supporting cross-functional teams with planning, coordination, monitoring and execution of complex projects. The ideal candidate has excellent process-orientation and attention to detail skills, with a proven ability to manage timelines, track progress against milestones, and ensure alignment with strategic goals. You are adept at-risk management, structured problem solving, using process-oriented tools and methodologies, and excel at partnering with internal and external stakeholders. You have strong interpersonal skills, an inquisitive and collaborative mindset, and a commitment to continuous improvement in project execution, learning and team performance.

• Bachelor's or other advanced degree (e.g. business administration, economics, engineering, information technology)
• A minimum of three years of experience in a dynamic and fast paced environment, or equivalent experience in project coordination or supporting project teams. Management consulting, project management, portfolio management, program management, financial management, financial reporting, non-profit or related industry experience preferred.
• Knowledge of budgeting, financial analysis and synthesis. Ability to analyze data across multiple tools and databases.
• Excellent organization skills and attention to detail, deadlines and policy compliance. Ability to engage on multiple and competing demands and establish priorities.
• Excellent oral and written communication skills. Strong interpersonal skills, with the ability to effectively communicate and collaborate across internal teams and with external partners.
• Ability to work independently and as part of an integrated, diverse team and be comfortable in multiple, high varied settings, and tight deadlines with different work and learning styles.
• Able to work with flexibility, efficiency, and diplomacy in a fast-paced, challenging environment. Open to rapid change and able to learn new things quickly. Able to distill what is needed next, even without expertise in programmatic content.
• Demonstrates effectiveness influencing individuals and teams without explicit authority.
• Recognizes complexity and assesses risks and alternatives in light of competing requirements and incomplete knowledge.
• Understands basic investment rules, regulations, policies, processes and practices and can advise when they are applicable. Is an expert in all phases of investment-making, and engages partners and decision-makers, as needed.
• Demonstrates expert knowledge of, and ability to work across multiple investment-making systems, based in Access, Excel, SharePoint, and other web-based software applications. Basic SharePoint site administration skills, including metadata tagging, document view creation, archiving, and creating and maintaining confidential files.
• Familiarity with data analysis and visualization tools (e.g., Excel PivotTables, Power BI, Tableau) is a plus.

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