Sr. Associate, Program Management, Supply Chain Management

$55,760 - $69,700/Yr

Chemonics International - Washington, DC

Full-time - Entry Level

Washington, DC

Utilities

About the position

Chemonics seeks a Program Management Senior Associate to support the Supply Chain Management Division (SCM) by providing advanced support with project administration and completing professional and administrative tasks related to supporting global project implementation in a specific business unit (BU). This role is crucial for ensuring that projects are compliant with corporate policies and regulations, and it involves a variety of responsibilities that contribute to the overall success of the projects. The Senior Associate will work closely with project managers and directors to track project deliverables, manage financial reporting, and support recruitment efforts for project staff. This position requires on-site work in our Washington, DC office location as part of our hybrid, flexible work structure. We are looking for individuals who have a passion for making a difference in the lives of people around the world. In this role, the Senior Associate will be responsible for tracking and responding to requests from various departments, liaising with support departments such as human resources and compliance, and ensuring project compliance with rules and regulations. The individual will also draft and track administrative and financial project requests, lead recruitment efforts, support monthly reforecasting for project budgets, and provide travel support for employees and consultants. Additionally, the Senior Associate will participate in proposal teams, contribute to technical practices, and engage in training events to strengthen project management competencies. This position offers an opportunity to work in a dynamic environment and contribute to meaningful projects that have a global impact.

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 Management Unit (PMU) efforts for complete and comprehensive project documentation by saving relevant project documents and approvals to project Point files and facilitating document reviews and file audits as appropriate.
• Schedules and leads meetings, prepares agenda, and captures 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.

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.
• Previous experience working in international development and/or living or conducting volunteer work in developing countries a plus.
• Willingness to travel for up to 8 weeks per year.
• Demonstrated leadership, versatility and integrity.

Nice-to-haves

• Experience with international development projects.
• Familiarity with project management software and tools.
• Knowledge of financial management and budgeting processes.

Benefits

• Paid time off
• Medical/dental/vision insurance
• Employee Stock Ownership Plan (ESOP)
• 401(k) plan
• Comprehensive benefits package for US-based employees