Program Operation Associate

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    "location": {
      "city": "Vienna",
      "state": "Vienna",
      "postalCode": "1020",
      "addressCountry": "Austria"
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    "datePosted": "2026-05-18",
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    "description": "<ul>\n<li><span style=\"font-weight: bold\">Role: </span>Program Operations Associate<br></li>\n<li><span style=\"font-weight: bold\">Location: </span>Vienna, Austria<br></li>\n<li><span style=\"font-weight: bold\">Reports to: </span>Senior Manager, Global Operations (San Francisco, CA, US), dual reporting role to the Austria Senior Manager</li>\n<li><span style=\"font-weight: bold\">Contract:  </span>2-year fixed term, full time (40 hours)<br></li>\n<li><span style=\"font-weight: bold\">Salary Range: </span>€30,000 - €35,000 depending on experience.<br><span style=\"font-weight: bold\">Updated: </span>May 2026</li>\n</ul>\n<p><br><br></p>\n<p><span style=\"font-weight: bold\">About CPI</span><br></p>\n<p>CPI is an analysis and advisory organization with deep expertise in finance and policy. Our mission is to help governments, businesses, and financial institutions drive economic growth while addressing climate change.   </p>\n<p>With a team of experts across seven international offices, including a strong presence in emerging markets and developing economies, CPI is a leader in tracking sustainable investment trends, identifying innovative business models, and supporting the solutions that can drive the transition to a low-carbon, climate-resilient, inclusive economy. We are unique in our focus on finance, our ability to get the right people to the table, and our analytical rigor.  </p>\n<p><br><br></p>\n<p><span style=\"font-weight: bold\">About the Role</span></p>\n<p>The Program Operations Associate is responsible for coordinating grant and program operations across the Austria portfolio, ensuring compliance, operational efficiency, and high-quality delivery throughout the grant lifecycle.</p>\n<p>This role partners closely with Program, Finance, Legal, and Operations teams to support effective program delivery, grant administration, and cross-functional coordination. As part of a newly established office, the role will also support regional operational and administrative processes, including local compliance and office coordination activities.</p>\n<p><br><br></p>\n<p><span style=\"font-weight: bold\">Roles and Responsibilities</span></p>\n<p><span style=\"font-weight: bold\">Pre Award /Proposal support 20%:</span></p>\n<ul>\n<li>Coordinate business development tracking and pipeline management on Fluxx Grantseeker, in partnership with Austria program leads</li>\n<li>Coordinate proposal development timelines, inputs, and submission requirements across Operations and Legal teams</li>\n<li>Coordinate due diligence processes for prospective and existing donors, ensuring documentation is complete and compliant with organizational requirements</li>\n<li>Support program teams on proposal requirements, systems, and internal processes</li>\n</ul>\n<p><br><br></p>\n<p><span style=\"font-weight: bold\">Post-Award Program Operations (50%):</span></p>\n<p><span style=\"font-weight: bold\">Grant Management</span></p>\n<ul>\n<li>Coordinate grant implementation across the Austria portfolio, ensuring alignment with donor requirements and internal policies</li>\n<li>Monitor grant performance, including risks, compliance issues, and key milestones; escalate as needed</li>\n</ul>\n<ul>\n<li>Coordinate donor reporting processes and timelines in collaboration with Program and Finance teams</li>\n<li>Coordinate invoicing processes with program and finance team</li>\n</ul>\n<ul>\n<li>Support internal and external audit processes</li>\n</ul>\n<p> </p>\n<p><span style=\"font-weight: bold\">Contract &amp; Compliance Management</span></p>\n<ul>\n<li>Ensure compliance of contractors, sub-grantees and vendors with organizational and donor requirements</li>\n<li>Monitor compliance documentation standards across projects and follow up on outstanding requirements</li>\n</ul>\n<p> </p>\n<p><span style=\"font-weight: bold\">Grant Portfolio &amp; Systems Management (20%): </span></p>\n<ul>\n<li>Support regional systems implementation and process improvements, including adoption of global program management processes</li>\n<li>Support continuous improvement of grant and program management systems, processes, and tools</li>\n<li>Support onboarding and training of staff on donor compliance and internal operations processes</li>\n</ul>\n<p> </p>\n<p><span style=\"font-weight: bold\">Regional Operations &amp; Administrative Support (10%):</span></p>\n<ul>\n<li>Support day-to-day operational and administrative needs for the Austria office, including coordination of vendors, office logistics, and workspace setup</li>\n<li>Assist with maintaining local legal regulatory and compliance documentation in coordination with Operations and external partners as needed</li>\n</ul>\n<p><br><br></p>\n<p><span style=\"font-weight: bold\">About You:  Competencies and Experience</span></p>\n<ul>\n<li>Proven experience in providing administration project support. A minimum of 2-3 years of experience working in an international and/or not-for-profit organization or in program administration is desirable </li>\n<li>Knowledge or experience with international and national donor &amp; governmental grant management.  </li>\n<li>Familiarity with best practice project management processes. Project Management qualification such as Prince2, Agile or similar desirable but not required </li>\n<li>Experience of Microsoft Office Suite. Experience with Fluxx Grantseeker, Air table and/or NetSuite Suite Projects Pro desirable </li>\n</ul>\n<p><br><br></p>\n<p><span style=\"font-weight: bold\">About You:  Personal Attributes</span></p>\n<ul>\n<li>You are committed to <span><a href=\"https://www.climatepolicyinitiative.org/about-cpi/work-at-cpi/\" target=\"_blank\" rel=\"noopener noreferrer\">CPI’s mission and values</a></span></li>\n<li>You have excellent oral and written communication skills </li>\n<li>You are a stickler for detail and have strong organizational skills </li>\n<li>You are capable of juggling multiple tasks and priorities at the same time and adhering to strict deadlines </li>\n<li>You are self-motivated and dependable with a passion for learning </li>\n<li>You are calm under pressure and perform all tasks with absolute professionalism. </li>\n</ul>\n<p> </p>\n<p><span style=\"font-weight: bold\">Position Details</span></p>\n<p>CPI is recruiting for one full time position in our Vienna Office. Applicants must have European citizenship or an existing right to work. </p>\n<p>Compensation will be commensurate with experience in line with CPI's compensation framework.  </p>\n<p><br><br></p>\n<p><span style=\"font-weight: bold\">To Apply </span></p>\n<p>As part of your application please upload your resume and cover letter, both documents must be submitted in English, and respond to the application questions found in the application portal by <span style=\"font-weight: bold\">10am (BST) on Monday 8th June, 2026</span><span style=\"font-weight: bold\">.</span></p>\n<p> </p>\n<p>We do not recommend the use of AI to complete your application.</p>\n<p> </p>\n<p>Applications will be assessed on a rolling basis. We encourage applicants to apply as early as possible. The position will remain open until<span style=\"font-weight: bold\"> 10am (BST) on Monday 8th June, 2026.</span> <br><br>Only short-listed applicants will be contacted. Please be sure to add [email protected] to your contact list to ensure delivery of all correspondence from us. <br><br></p>\n<p><span style=\"font-weight: bold\">Our Commitment</span> </p>\n<p> </p>\n<p>CPI’s mission is to create economic opportunity while protecting our environment. This worldview—grounding opportunity in something more fundamental that we all share and must protect—permeates our organization, and forms the foundation of our approach to Diversity, Equity, and Inclusion (DEI).   </p>\n<p>CPI’s approach to DEI mirrors our mission: within a culture that values transparency and dialogue, we strive to improve equity within our organization as well as in the communities in which we work. Internally and externally, we seek to remove inequitable barriers regardless of their origin, whether it be class, race, religion, nationality, region, political affiliation, gender, sexual orientation or physical ability. We are proactive in identifying and removing biases in our processes, seeking fairness in hiring, working conditions, and professional development. </p>\n<p> </p>",
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