Reporting Line: Head of Portfolio
Contract Duration: 4-months
Location: Global/Remote
Salary Grade: 4
Overview of Position:
The Portfolio Associate will report to the Portfolio Manager in the Portfolio Team. They will play a central role in supporting the Portfolio Team's project and program management infrastructure, with a particular focus on organization-wide budget planning cycles and Asana administration. This role will coordinate the mid-year budget realignment and annual planning processes, support project and program leads through proper project start-up and close-out procedures, and serve as the organization's primary point of contact for Asana — including training, troubleshooting, and driving optimal tool adoption across teams. Beyond these core duties, the role will contribute to adapting the organization’s current infrastructure to fit business needs and provide surge support to Operations on travel and physical security matters, including protocol development and logistics support, as needed.
Purpose of the Role:
This role exists to strengthen the work of the Portfolio and Operations Teams, ensuring that project planning, financial coordination, and organizational tooling work together smoothly to support HOT's projects and programs. In addition to working closely with all members of the Portfolio Team and the Operations Team, this individual will also work closely with Project Finance staff and Project and Program Leads to keep planning cycles on track, support with budget monitoring, and ensure Asana (HOT’s project management tool) is being used optimally. They will also act as surge support for the Operations Team when travel and security needs arise.
Essential Functions/Key Responsibilities:
Key responsibilities
- Support in the end-of-year annual planning process in a variety of ways, including but not limited to:
- Overall project coordination in Asana
- Supporting project finance staff with their duties
- Regular internal staff communications
- After action review facilitation and feedback integration
- Support project and program leads throughout the year, including ensuring proper project start-up and close-out procedures (Asana project plan, budgeting, comms plan, etc.)
- Act as the main point of contact for Asana for the organization, including:
- Answering questions as they arise
- Working with Operations and the Portfolio Team to ensure optimal use of the tool
- Heading up staff training on the tool annually and on an ad hoc basis
- (Potentially) reinstituting the Asana Advisory Council to act as tool champions throughout the organization
Other responsibilities:
- Supporting Operations and Portfolio Team Leads with the organization’s Operating Model refresh, especially in the area of defining and instituting appropriate infrastructure tools and practices.
- Act as surge support for staff for travel and physical security as needed, including:
- Developing safety/security protocols
- Supporting with booking travel, visa documentation, etc.
- Supporting the update of our current tools and processes
- Other responsibilities as needed
Requirements and Qualifications:
Essential
- At least 3 years of professional experience
- Field project work experience
- Fluency in English
- Lived experience working in Asia, Latin America/Caribbean and/or Africa
- Experience running training sessions, workshops or teaching
- Knowledge of and experience in best budget management practices
- Experience in project coordination including direct use of Asana or another project management software
- Experience supporting complex travel (ex: large scale travel, challenging security profiles, etc.)
- Clear written communication style, including the ability to write clear, concise, and actionable internal communications
- Proven ability to work independently and lead activities
- Demonstrated versatility and integrity
- Demonstrated understanding of open source and open data culture and ethos across cultural contexts.
- Passionate and motivated about open source and open data.
- Care deeply about humanitarian, disaster resilience, and development work demonstrated through prior professional experiences.
Desirable
- Previous work or volunteer experience with HOT
- Hold a university or college degree in a relevant field such as Public Health, Geography, GIS, Disaster Risk Management, Urban Planning, Computer Science; or demonstrated equivalent humanitarian related experience.
- Experience with OpenStreetMap tools, such as JOSM and iD, QGIS
- Experience in GIS and spatial data analysis, including remote sensing and imagery
- Experience with donor relations including reporting and deliverable requirements
- Fluency in multiple languages
- Apply
Interested persons should submita resume before the deadline fixed for:Thursday, September, 10th, 2026.
Early submission is encouraged, as applications will be reviewed on a rolling basis. Please note that this vacancy may close prior to the stated deadline should the volume of applications received exceed 250.
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