Project Coordinators, Learning and Leadership Development, and Technical Assistance and Evaluation, Rockville, MD, United States 129 views

Job Description

Position Description

The

Project Coordinators provide proactive, customer-focused administrative, operations, and programmatic support for the Learning and Leadership Development, and the Technical Assistance and Evaluation practice areas.

The position is based at EnCompass’ Rockville, MD headquarters. Excepted to be remote until September 30th 2021.

FLSA Status: Exempt

Position Duties and Responsibilities

Essential functions:

As a member of the Project Operations and Management team and the company-wide Operations Team:

Serves as a point of contact for all operations tasks on the L&LD and TA&Eval teams

Ensures the L&LD and TA&Eval teams and its headquarters-based and field-based projects properly follow all company and team administrative procedures

Supports project activities and strategic company initiatives, including project startup, ongoing project operations and management, project close-out, and executing large-scale multi-sectoral events

For field projects: Backstops operations-related field team tasks and ensures field team access to relevant documents relevant for their operational tasks

Quality Assurance Management

Supports project leads to develop, maintain, and update work planning and tracking systems to ensure that tasks and deliverables proceed on time

Supports project leads with partner/consortia communications and coordination, including documentation of important client and partner meetings

Supports timely, quality project deliverables production and submission: tracking deliverables, coordinating technical inputs, editing translations, and graphic design to ensure the quality of project deliverables

Schedules and supports project leads in preparation of materials of period Project Reviews

Financial Management

Supports project leads with budget tracking and projections and review of monthly invoices to ensure projects remain within budget

Schedules and facilitates monthly project finance review, prepares activity report for client invoices and calculates burn rates

Reviews monthly invoices for accuracy and completeness , manages financial awards and subawards (financial projections, invoices, and reports), ensures timely approval of monthly invoices

For field projects: reviews and submits monthly field financial reports , field staff invoices, and field monthly payroll wires, and prepares reports on foreign tax payments and process foreign tax reports

Monitors LOE for home office staff and STTA, reviews monthly invoices and sends PPRs to respective PM/TL for approval

Leads coordination of more complex procurements, including vendors for translation and similar services, analyses procurement quotes with PM, and drafts procurement justifications

Talent Management

Manages consultant processes: onboards independent consultants; manages the consultant agreement and invoicing processes (review consultant invoices, field expense reports, and travel expenses for completeness and accuracy, and ensure timely approvals are obtained); ensures consultant documentation is accurate and up-to-date, including consultant tracker

Supports field project offices in payroll functions (reviews and approvals from Africa HR and other programs)

Supports project recruitment by drafting draft job descriptions, screens potential candidates for administrative positions, and serves as the point of contact with the Talent Management department (Human Resources and Talent Acquisition)

Contracts Management

At project start-up, schedules and prepares budget handover/walkthrough with the Business Development team and Contracts

Coordinates/oversees preparation of sub-agreements and modifications for project lead and Contracts review

Data and Knowledge Management

Maintains SharePoint files and organization for the L&LD and TA & Evaluation teams and communications sites; maintains project records, project related KM, and disseminate information about project results

Asset and Resource Management

Tags

business development

data analysis

data management

financial management

financial reporting

fleet management

food security

french language

global health

graphic design

human resources

human rights

inclusive development

knowledge management

logistics

monitoring and evaluation

payroll

primary health care

procurement

project finance

real estate

sharepoint

talent acquisition

translation

Supports hiring of local vendors for the procurement of good and services, provides procurement training to home office and field staff on a regular basis

Supports in-country procurement of IT equipment with software installation and creation of project team spaces during start-up

Supports the finalization of field project start-up, reviewing lease agreement for office and residential locations and in-country project registration

Manages tracking systems related to IT procurement, vehicle fleet management, and residential expendable supplies

Travel and Logistics Management

Supports the mobilization/demobilization of home office and field office staff during start-up and close-out

Coordinates the creation of a security plan for field office and hire real estate agent to help find short- and long-term residence/office space

Other duties as assigned

Leads production of internal and external virtual meetings and training in Adobe Connect, Zoom, and other platforms

Supports business development efforts tasks as assigned

Engages fully as a member of the EnCompass staff team, including participating in staff meetings, company-wide Admin meetings and other EnCompass events

Support other duties as assigned

Position Requirements

Qualifications

Academic Qualification, Experience and Skills

Minimum of Bachelor’s degree and 4 years of experience, of which at least 2 years should have been providing administrative support to project teams in international development

Knowledge of US Government financial reporting and compliance processes and requirements

Experience in supporting field-based projects and donor funded procurements and subcontracts desirable

Exceptional organizational skills and attention to detail

Ability to organize, manage, prioritize, and follow through on multiple tasks in a fast-paced, deadline-oriented environment

Excellent verbal and written English language skills, knowledge of Spanish or French language a plus

Previous event planning and management experience

Proficiency in Microsoft Office applications, particularly Word, Excel, and PowerPoint

Proven capacity to take initiative and willingness to learn new skills as needed

Strong work ethic and the ability to work well independently and as part of a team

Outstanding interpersonal skills and ability to interact with individuals at all levels

Ability to handle confidential information with discretion

Knowledge of data management in data analysis software packages such as Stata, Dedoose, and UCINet, and database programs a plus

Ability to work in an appreciative environment with colleagues and clients

Job Requirements

USAID, Learning and Leadership Development, Technical Assistance and Evaluation , operations, financial projections, Adobe Connect , Zoom,, event planning and management, Microsoft Office applications

About Company

EnCompass LLC is a women-owned, small business consulting firm working in International Development, and offering innovative and customized solutions for leadership, capacity strengthening, technical assistance, and monitoring and evaluation. We have experience in more than 70 countries and a team of more than 100 staff and 1,200 experts around the globe. We partner with government and multilateral agencies, nonprofit organizations, and corporations around the world, offering thought leadership, rich diversity, and technical expertise in global health, inclusive development, education, human rights, and food security.

Founded in 1999, EnCompass began as a virtual organization supporting clients and implementing work through a network of staff and expert consultants. Today, we have more than 110 full-time staff and a Global Consulting Network, our vetted database of specialists, through which we engage, on average, 200 consultants each year. In early 2017, EnCompass opened its first international office in Addis Ababa for Transform: a Primary Health Care project. In 2019, we set up our second field office in Lima, Peru. We maintain a full-time staff presence in Benin, Ethiopia, Germany, Great Britain, Peru, and Uganda.

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