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Salary*** Unable to provide sponsorship at this time. Only considering persons eligible to work in the United States.
Position Title: HQ Liaison and Resource Specialist
Supervisor’s Title: Director of Logistics
Exemption Status: Non-Exempt
Positions Supervised: N/A
Location: Charlotte, N.C. with travel to other U.S. and international locations as needed Creation/Revision Date: March 2024
BACKGROUND :
Global Support and Development (GSD ) is a humanitarian organization whose mission is to work with regional, national, and local communities across the Caribbean, Central America and South Pacific for resilience to crisis through rapid response, disaster preparedness, and climate adaptation.
GSD began as an impromptu response to Cyclone Pam in Vanuatu in 2015. Since our founding, we have worked with a number of regional, national and local communities and supported various international and United States domestic disaster response and preparedness efforts. Our first response defined the core of GSD’s DNA as an organization – to work with communities – led by their needs, filling the gaps they have identified, while leveraging unique approaches and capabilities with an innovation mindset. By integrating our team’s diverse skill sets and Resources into local responses, we provide rapid response assistance to affected communities in coordination with regional, national, and local community partners. We work to support and strengthen local capacity through disaster preparedness initiatives, including innovation and climate adaptation, to reduce the impact disasters and the climate crisis have on communities.
PURPOSE OF POSITION:
The HQ Liaison and Resource Specialist is a forward-facing position that supports the daily office operations of the GSD Headquarter (HQ) location. The primary goal of this position is to manage continuity of resources that enable the general community within HQ to work effectively. This role will support critical meetings and events and engage with a broad GSD audience including, but not limited to, staff, contractors, partners, and vendors. The HQ Liaison and Resource Specialist identifies opportunities to enhance community experiences and mobilizes resources in a timely and culture-centric manner to ensure positive impact is achieved.
ESSENTIAL FUNCTIONS:
- Provide forward-facing and back-office administrative support within GSD Headquarters (HQ) and other designated GSD sites. This includes welcoming visitors and guests, leading facility tours, receiving and distributing mail, restocking printers, office supplies and kitchen essentials;
- Work closely with the Executive Assistant to support executive, partner and Board of Director meetings and events by securing room or venue bookings. Responsibility includes set-up and clean-up and the ordering of refreshments and the preparation of materials;
- Manage the inventory of general office supplies and food and kitchen staples for the HQ. Initiate the requisition process for orders to ensure an adequate stock. Ensure the HQ Warehouse is stocked with appropriate materials for large shipments and equipment storage;
- Participate in organizational safety-related initiatives, committee and facility audits. Institute measures, as needed or directed, to enhance and promote best safety practices.
- Manage vendor relations as it pertains to headquarter catering, janitorial services, and property management. This includes, but is not limited to, billing review and accounts payable coordination, notifying internal stakeholders of contract expiry, in partnership with legal, facilitate price negotiation for minor facility repairs and inventory management;
- Serve as the Point of Contact (POC) when troubleshooting facility deficiencies. Initiate contact to need to know internal stakeholders and coordinate repairs as aligned with GSD’s lease agreement;
- Draft new policies and maintain existing policies within Logistics to support departmental and organizational workflows and requirements related to facility management. This includes maintenance logs, repairs and safety inspections;
- Engage with staff and foster relationships to build a sense of community and pride. In partnership with the Executive Assistant, support as directed with the coordination of team culture initiatives (i.e. event planning, celebrations, etc.);
- Support budgetary planning, control, and analysis for the Logistics Team;
- Prompt and action GSD’s core values of accountability, humility, and integrity in all work we conduct;
- Promote good stewardship of financial and other resources to achieve maximum benefit to those impacted by disaster or at risk of impact; and
QUALIFICATIONS:
Required Experience:
Five (5) or more years of relevant experience in office management or administration, preferably in the humanitarian sector;
Required Education:
Professional Licenses/Certifications:
- Facility Management Professional (FMP) certification is highly preferred. Certification in project management is desired.
Knowledge/Skills:
- Proven ability to lead and motivate teams to produce quality results within challenging timeframes and ongoing change;
- Ability to coordinate multiple projects simultaneously under pressure;
- Confident and effective written and verbal communication, to include presentation ability;
- Cultural awareness and the ability to work collaboratively with a wide array of stakeholders to build relationships;
- Ability to deliver on time and with accurate results. Exercises self-discipline, accuracy, follow-up and problem-solving coordination.
- Willingness to continually learn and adapt to new challenges in facilities and office administration.
- Discernment for confidentiality in relation to organizational, partner, and donor activities and communications;
- Strong organizational skills and the ability to rapidly shift tasks;
- Experience working and/or traveling domestically and internationally; and Working knowledge of Spanish and/or French desired.
WORKING CONDITIONS AND PHYSICAL REQUIREMENTS:
- At this time, GSD is not offering sponsorship and is only accepting applications from persons eligible to work in the United States;
- GSD permits U.S.-based remote work on a limited basis; and Routine domestic and international travel up to 15% is required.
This job description is a summary rather than a detailed list of the duties performed. The essential functions, knowledge, skills, and working conditions may change along with business needs. This job description does not constitute a contract between employer and employee as employment is at will. Global Support and Development provides reasonable accommodations to assist qualified individuals in order to perform the essential functions their job requires.
GSD is an Equal Opportunity Employer, and embraces all candidates regardless of race, color, sex (including pregnancy), nation of origin, ethnicity, religion, disability, marital status, sexual orientation, age, gender identity or expression, genetic information, military/veteran status or any other basis prohibited by law. GSD promotes diversity, equity, and inclusion in all candidate selections. GSD promotes diversity, equity, and inclusion in all candidate selections.
