Sr. Associate, Project Support Team

Chemonics International, Inc.•Washington, DC

19h

About The Position

Chemonics seeks a Sr. Associate Project Support Team for the USG Portfolio. The senior associate provides advanced support with project administration and completes professional and administrative tasks related to supporting global project(s) implementation.

Requirements

Bachelor’s degree or equivalent and relevant work experience
Minimum 2 years of relevant administrative or professional work experience, including 1 year of contractual, procurement, project management, or related experience
Experience with data entry, filing, cataloguing, retrieving, and preserving records preferred
Communicates clearly and concisely in both verbal and written communications; strong cross-culture communication and sensitivity skills
Demonstrated experience multitasking with attention to detail, organization, and time management skills
Demonstrated experience following standard practices and procedures, receiving general instruction and supervision, and contributing to projects and initiatives
Excellent customer service and interpersonal skills
Works independently and as part of a team
Demonstrated resourcefulness in problem solving and initiative to learn new skills
Strong knowledge of Microsoft Office applications
Language proficiency for assigned geographic area preferred
Willingness to travel for up to 8 weeks per year

Nice To Haves

Previous experience working in international development and/or living or conducting volunteer work in developing countries a plus

Responsibilities

Tracks and responds to requests from corporate, business line and business unit, and project offices with input from the manager and director
Liaises directly with relevant support departments, such as human resources and compliance, to ensure project compliance with rules, regulations, and corporate policy, in consultation with program manager or director as appropriate
Tracks, and when appropriate, reviews project and financial deliverables and reports for completeness and readiness for submission; may provide copy-editing support as needed
Drafts and tracks administrative and financial project requests and changes to clients and partners, including approvals for staffing, financial reporting and tracking, activity modifications, and budget adjustments; may liaise with corporate office and project staff and partners staff to obtain information and submit approvals
Leads recruitment efforts for expatriate and local staff under supervision of a manager / director, including sourcing candidates, conducting interviews, checking references, collecting employment verification documentation, and providing finalist feedback
Supports monthly reforecasting for project budget including inputting actuals; drafts monthly budget and staffing memos; participates in corporate budgeting process as requested
Provides review of monthly project office expenses and draft invoices in consultation with program manager; completes data entry of monthly project invoicing, subaward and consultant information, timesheets, expense reports, and other types of data as requested
Analyzes and submits subcontract invoices and backup documentation; drafts subawards and modifications; liaises closely with subaward partners on contractual issues
Completes data entry of monthly project invoicing, subaward partner and consultant information, expense reports, and other types of data as requested
Provides travel support for employees and consultants by gathering relevant travel information, reserving tickets, and seeking necessary travel authorizations and approvals; liaises with traveler to collect expense reports and required backup documentation
Processes monthly wire transfer requests and provides initial reviews to ensure completeness and accuracy; submits final wire transfer request package for approval
Drafts and submits employment agreements and collects necessary backup documentation to complete administrative procedures for onboarding
Facilitates fielding and repatriation of employees and consultants by submitting separation paperwork, updating allowances, coordinating travel and household effects repatriation
Supports process and collection of documents for securing residency permits, tax documentation, and housing for expatriate staff; oversees the administration of expatriate staff allowances
Serves as primary backstop for project office personnel for expatriate and CCN staff including: ad-hoc support, Smartsheet input for new-hires, timesheet/expense report support for expatriate staff, etc.
Leads Project Support Team (PST) efforts for complete and comprehensive project documentation by saving relevant project documents and approvals to project SharePoint files and facilitating document reviews and file audits as appropriate
Schedules and leads meetings, prepares agenda, and capture notes as appropriate
Participates on proposal teams in specific line roles of increasing complexity, including, but not limited to, past performance writer, corporate capabilities writer, expatriate and/or local recruiter, section writer, cost preparer, coordinator, and subcontractor/subaward partner liaison; provides mentorship
Travels when appropriate to conduct information-gathering regarding new business efforts, including meeting with potential subaward partners
Contributes to technical practice(s) as required by BU and corporate needs and performs other duties as required
Participates in internal and external training events to strengthen core competencies for project management in line with donor regulations and Chemonics corporate standards
May contribute dedicated time to other workstreams and functions to achieve divisional goals, including new business, operations, and technical practice contributions