About the role

Are you a proactive, organised and detail-oriented individual with excellent communication skills? Are you a self-starter who thrives in an innovative, impacted-orientated working environment?

Join our dynamic and innovative team as we work towards revolutionizing the production, distribution, and consumption of organic cotton globally. We are seeking a dedicated team member who can help support our growing network of stakeholders from across the organic cotton supply chain. If you possess excellent communication skills, a service-oriented mindset, and a drive for continuous improvement, we invite you to be a key player in shaping the future of sustainable agriculture. As a Partnership Administrator, you will play an important role in supporting our growing, dynamic, and innovative organisation. Apply today and be part of our mission to empower farmers and drive positive change in the industry.

Responsibilities

As the Partnership Administrator, you will report directly to the Partnership Director and be part of the global Partnership team. The objective of this role is to facilitate the administration and management of OCA’s network of Contributors. As part of this, your primary responsibilities will be to:

  • Provide support to OCA Contributors to fully optimise their experience as an OCA Contributor.
  • Be the “Super” user and the overall owner of OCA’s CRM system. As such you seek to maintain a comprehensively used and usable – contributor administration and reporting system, including ensuring regular cleaning and updating of OCA’s database and will use all tools necessary to provide regular, accurate and informative analyses and reports on the evolution of OCA Contributors.
  • Support the development and delivery of processes and activities to achieve an effective contributor recruitment and renewal process and meet retention and recruitment targets.

Administrative support for Contributor recruitment and onboarding

  • Assist in the application process for new Contributors, including conducting due diligence checks and maintaining application records.
  • Ensure that contact details are kept up-to-date and manage portal access for internal and external stakeholders.
  • Track lead pipeline movement and support Country Managers in development of the pipeline.
  • Support OCA marketing and recruitment efforts and activities in line with the growth strategy established by the Partnership Director.
  • Schedule and follow up on introductory calls with prospects, bringing in relevant partnership, programme and country leads.
  • Keep decks and other business development marketing collateral/assets up to date and on brand to support and enhance OCA recruitment efforts.
  • Conduct in-depth research into OCA Target contributors to share with the business development team and inform strategy development.

Administrative support for the annual renewal cycle

  • Provide administrative support for OCA’s annual contributor renewal cycle.
  • Coordinate with the Finance team to ensure timely renewal reminders are sent out to Contributors and follow up on renewal inquiries.
  • Maintain accurate records and documentation related to annual renewals, ensuring compliance with internal policies and procedures.
  • Assist where needed in following up on renewal payments, invoices, and any related financial transactions.
  • Update and manage renewal-related data in the organisation’s CRM system (Hubspot).
  • Support the management dashboard in HubSpot to track and monitor progress and completion of annual renewals.

Relationship management support

  • Act as a primary point of contact for Contributors, addressing inquiries, resolving issues, and providing timely and accurate information.
  • Provide regular data and statistical analysis and report to the Partnership Director regarding recruitment and retention activity such as new Contributor route, recruitment & retention results against the target, potential and actual lapses.
  • Support in managing OCA’s Mission Monitor as required by the Partnership Director.

CRM/Database management

  • Maintain and enhance OCA’s CRM system, ensuring it aligns with the evolving needs and requirements of the organisation.
  • Optimise insights through data and analytics, providing regular and accurate reports to the Partnership Director.
  • Support delivery of outputs from OCA’s service providers and external software subscriptions to ensure optimal levels of service.
  • Ensure the CRM database individual Contributor contact and company records are maintained in line with GDPR.
  • Train staff and ensure continuous improvement of HS as the primary CRM tool.

Event support

  • Manage invitee lists, registrations, and attendance tracking for events, including webinars.
  • Coordinate with the Communications team for event-related communications, such as save the dates, agenda, reminders, and post-event correspondence.

Management of secretariat inbox

  • Ensure that all incoming emails to the secretariat mailbox are promptly organised, prioritised, and distributed to the relevant departments or contact points within OCA or respond to contributor enquiries directly where and when appropriate, collaborating with teams to address various requests, inquiries, and communications from stakeholders.
  • Develop and maintain auto-reply templates for common inquiries to provide prompt responses.
  • Provide readily available resources and information snippets to streamline and expedite responses to common queries.

What you bring

  • Excellent communication skills, both written and verbal.
  • Strong organisational and time management abilities.
  • Prior experience in membership administration or customer services and relationship-building.
  • Proficiency in data management and analysis.
  • Experience in project coordination and administration.
  • Customer service-oriented mindset.
  • Proficiency in relevant software applications is a plus (Hubspot).
  • Excellent interpersonal skills, along with the ability to work in a collaborative manner with a team, as well as independently.
  • Comfortable multi-tasking and taking on diverse responsibilities within the organisation.
  • Driven and delivery-oriented – comfortable working with established deadlines.
  • Good IT skills in Microsoft Office, particularly Microsoft PowerPoint and Microsoft Excel.
  • Fluent in English.
  • Applicants for the Netherlands should be eligible to work within the European Union.

What OCA offers

  • A one-year contract with the possibility of extension.
  • Flexible work hours/partially working from home possible.
  • Annual leave entitlement based on statutory regulations (varies depending on the location of the role).
  • An international, warm, and collaborative environment that champions our team’s diversity of interests, skills, and backgrounds.
  • A commitment to offering professional development and training opportunities.
  • The opportunity to contribute to a critical mission: realising the true potential of organic cotton.

Application process

To apply for this position, please submit your application here.

Last date to apply is 18 February 2025.

We appreciate all applications, but only those selected for an interview will be contacted.