Careers at Rainforest Alliance

POSITION SUMMARY:

• The Associate, Travel, Safety and Security will support staff globally in ensuring safe and effective operations across the Rainforest Alliance. You will support in the development and maintenance of safety and security resources, and provide support related to global travel. You will maintain the duty of care database, ensuring accurate representation of staff. You will also serve as the contact for Request for Proposals (RFP) management for the organization. You will provide key assistance to the Global Internal Compliance team globally.
• The Associate, Travel, Safety and Security will report to the Manager, Travel Safety and Security.

WHAT YOU WILL DO:

• Support the development, maintenance, and dissemination of travel, safety and security policies, procedures, and guidance materials across the organization to promote alignment with industry best practices.
• Assist in coordinating with internal departments and regional teams to ensure global alignment of safety and security suite of policies and procedures.
• Maintain and update Duty of Care database, including management of staff profiles and static assets.
• Support the management and coordination of third-party vendors, including insurance brokers, Duty of Care providers, security consultants, and travel vendors, including scheduling meetings, tracking deliverables, and maintaining documentation.
• Conduct background research and assist with preparation of security guidance, risk assessments, country risk summaries, and briefing materials to support project teams, events, and field operations.
• Maintain and update organizational resources related to travel safety, security guidance, and security tools for staff.
• Assist with preparation and coordination of Crisis Management Team and Incident Management Team activities, including maintaining contact lists, documenting procedures, supporting exercises, and assisting with incident documentation.
• Assist in the development and delivery of internal trainings and resources related to travel safety, crisis management, and security awareness.
• Help troubleshoot operational issues related to the portfolio by responding to staff inquiries and escalating complex issues to the manager.
• Provide responsive internal support to staff seeking guidance related to travel safety, security procedures, or Duty of Care resources.
• Support the organization's RFP management process by serving as a point of contact with Human Resources for related questions and issues, and by reviewing and publishing RFPs on behalf of colleagues in accordance with internal procedures.
• Administrator for Docusign account and relationship.
• Assist in the administration of the managed travel program.
• Support sanctions compliance across organization.

WHAT YOU BRING:

• 2+ years of experience in travel, safety or security, especially at a global nongovernmental organization.
• Experience and working knowledge of Duty of Care platforms (Healix, ISOS, Global Guardian, Crisis24) Office 365, Salesforce, RFP Platforms, SharePoint.
• 2 years' Request for Proposal management experience.
• 2 years' general experience in administration of database management.
• Handle sensitive matters professionally.
• English C1 level required.
• Proficiency in Spanish or French.

BENEFITS OF WORKING AT THE RAINFOREST ALLIANCE:

• Be a part of a global organization with an impactful mission and a collaborative, respectful, and accountable culture.
• Enjoy opportunities for professional growth and career development.
• Benefit from remote working flexibility and flexible hybrid working environment.
• Receive a competitive salary package.
• A favourable time‑off policy, including annual leave and Resilience Days.
• Prioritize your wellbeing. We have numerous ways to promote work-life balance, so you get the chance to take some time off, recharge, and remain at your best. This includes:
• Employee assistance programs
• Wellbeing activities
• Sabbatical opportunities.

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POSITION SUMMARY:

• The Associate, Document Management coordinates and governs document management processes within the Standards and Assurance Design team. You will support the end-to-end lifecycle of externally facing documents. It manages document workflow requests, maintains document records, prepares draft files in the correct format, and ensures compliance with internal document management procedures and publication standards. This includes supporting document development, publication readiness, translation coordination, and the management of a feedback mechanism that routes incoming feedback to the appropriate subject matter experts, process owners, and content owners.
• You will report to the Manager Assurance Rules.

WHAT YOU WILL DO:

• You serve as the primary coordinator for document management processes within the team. This includes creating backend Jira workflows for new document development and update requests. You manage tickets to trigger relevant internal processes, assign tasks to responsible teams or individuals, and monitor progress to ensure process compliance and follow-up. Once established, you manage the team's feedback mechanism. You do this by evaluating incoming feedback, filtering it by topic, and routing it to the correct subject matter experts, process owners, and content owners for action or review.
• Create draft documents in the required format and folder structure, using the appropriate templates and naming conventions, and provide document owners with the correct starting files and instructions.
• Maintain document records and track document information through the relevant registry or logging system to support document code assignment, version control, document status tracking, and auditability.
• Ensure document titles, file names, versioning, language identifiers, and document codes align with established document conventions and publication requirements.
• Inform the relevant teams of documents in the publication pipeline and log and track the required steps to support the publication process.
• Coordinate and monitor translation requests as part of the publication workflow, logging translation needs, following them up, and completing them with the relevant teams.
• Conduct final quality checks on documents before publication. These checks include review of formatting, layout, color, sizing, document codes, file naming, headings, numbering, comments, graphics, language settings, and overall publication readiness.
• Flag incomplete, incorrect, or non-compliant submissions to the relevant document owner and ensure you follow document-related processes across the team.
• Support continuous improvement of document management, publication governance, and feedback handling processes by identifying opportunities to strengthen efficiency, consistency, and quality control.
• Demonstrate the Rainforest Alliance's core values of Impact, Change, Collaboration, Openness, and Trust by delivering work and supporting team members in a way that reflects them.

WHAT YOU BRING: 

• Bachelor's degree, professional qualification, or other relevant educational background.
• Relevant experience in document management, content coordination, publication support, workflow administration, knowledge management, or a related operational role.
• Experience working with process tracking systems, document repositories, and structured workflows; familiarity with Jira, Freshdesk or similar ticketing systems is necessary for this role.
• Apply accurate formatting, quality control, naming conventions, and version control requirements.
• Provide clear process guidance and follow ups when communicating with team members.
• Work with document templates, formatting tools, and shared document libraries.
• Coordinate work requirements across multiple teams and maintaining process discipline.
• Work diplomatically with diverse team members.

BENEFITS OF WORKING AT THE RAINFOREST ALLIANCE: 

• Be a part of a global organization with a strong mission and a collaborative, respectful, and accountable culture.
• Enjoy opportunities for professional growth and career development.
• Benefit from remote working flexibility and flexible hybrid working environment.
• Receive a competitive salary package.
• A favourable time‑off policy, including annual leave and Resilience Days, to help you recharge and balance life outside of work.

Prioritize your wellbeing. We have numerous ways to promote work-life balance, so you get the chance to take some time off, recharge, and remain at your best. This includes:

• Resilience and personal leave days
• Employee assistance programs
• Wellbeing activities
• Sabbatical opportunities.