Senior operations associate, GHSC-PSM
Chemonics seeks a Senior Operations Associate in support of the Global Health Supply Chain – Procurement Supply Management project based in Arlington, VA. The senior associate facilitates the use of sound management principles and tools in the operations of the business unit (BU). In this capacity, the senior associate will assist in addressing needs related to the establishment and maintenance of corporate as well as internal operational support systems. The senior associate will assume increasing project management and project administration duties and will provide training and coaching to other staff as assigned. The senior associate performs increasingly challenging operations assignments, applies technical knowledge appropriately in work activities, conducts short-term project assignments, and works on special projects as directed by supervisor. The senior associate also supports proposal and new business development efforts within a specific BU and company-wide. We are looking for individuals who have a passion for making a difference in the lives of people around the world!
GHSC-PSM is the primary vehicle through which the U.S. Agency for International Development (USAID) procures and provides health commodities for countries receiving U.S. government foreign assistance. GHSC-PSM also provides technical assistance to improve the efficiency, reach, and sustainability of in-country supply chains and is supported with funding from the U.S. President’s Emergency Plan for AIDS Relief, the U.S. President’s Malaria Initiative, USAID’s family planning and reproductive health program, and USAID’s maternal and child health program.
Responsibilities include:
Business Unit support and continual improvement
- Assist in responding appropriately and quickly to requests for support from internal and external clients; this includes, but is not limited to, liaising with other departments, projects, or BUs to resolve operational and project implementation issues and ensure project compliance with rules, regulations, and corporate policy
- Prepare/file personnel forms, purchase orders, travel authorizations, and other standard forms
- Lead BU and project efforts for complete and comprehensive project and BU documentation by saving relevant documents and approvals to SharePoint files and facilitating document reviews and file audits as appropriate; follow up on assignment deadlines generated and/managed by the BU leadership team and operations team for strategic initiatives and projects
- Organize meetings and draft agendas for the leadership; brief and prepare background materials for leadership and operations team on pertinent issues
- Prepare correspondence for immediate supervisor and/or SVP for review and signature
- Track all staff travel, leave schedules, and contact numbers; prepare and distribute BU calendar of activities, deadlines, staff vacation and travel schedules, etc.
- Provide travel support for employees and consultants by gathering relevant travel information, reserving tickets, and seeking necessary travel authorizations and approvals; liaises with travelers to collect expense reports and required backup documentation
- Coordinate with office services and IT support on facility, equipment, and supply needs
- Participate 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
- May contribute dedicated time to other workstreams and functions to achieve BU goals, including new business, project management, and technical practice contributions
Financial management
- Contribute to financial management, including monthly expense monitoring, ensuring correct allocation of expenses, providing inputs into monthly budget forecasting, drafting cost estimates, and supporting ad hoc financial reporting
Talent management and development
- Support the operations and project teams with talent management, including monitoring of the staffing budget, recruitment, onboarding, and staff engagement
- Participate in internal and external training events to strengthen core competencies for operations and project management in line with donor regulations and Chemonics corporate standards
Project compliance and support
- Analyze and submit subaward invoices and backup documentation; draft subawards and modifications; liaise closely with subaward partners on administrative and contractual issues
- Draft and complete project approval requests and submit for approval
- Provide procurement support to BU projects as needed
- Create, manage preparation, and review assigned project deliverables, reports, client approval requests, and client communications for completeness and accuracy; assist with the preparation and review of project deliverables and reports of greater complexity
Qualifications:
- Bachelor’s degree or equivalent 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 verbal and/or 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
- Previous experience working in international development and/or living or conducting volunteer work in developing countries a plus
- Willingness to travel up to 8 weeks per year
Application Instructions:
Apply through our Career Center at https://phh.tbe.taleo.net/phh02/ats/careers/v2/viewRequisition?org=CHEMONICS&cws=50&rid=4188 by June 10th, 2021. No telephone inquiries, please. Finalists will be contacted.
Chemonics is an equal opportunity/Affirmative Action employer and does not discriminate in its selection and employment practices. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, political affiliation, sexual orientation, gender identity, marital status, disability, protected veteran status, genetic information, age, or other legally protected characteristics. Military veterans, AmeriCorps, Peace Corps, and other national service alumni are encouraged to apply.
COVID-19 Recruitment Information
Chemonics International is monitoring COVID-19 activity around the world. The health and wellbeing of our staff is of the utmost importance to us, and we continue to hire for all open roles with interviewing and on-boarding done virtually. Our new hires and current staff working from our Washington, DC, Arlington, VA, and London offices will temporarily work from home until it is safe to return to our offices.