About the position
The Middle East and North Africa Regional Business Unit (MENA RBU) at Chemonics is seeking a Senior Program Associate to provide advanced support in project administration and to assist with the implementation of global projects within the region. This position is based in Washington, DC, and is part of a hybrid work structure that requires on-site presence. The MENA RBU manages a diverse portfolio of projects across several countries, including Iraq, Jordan, Lebanon, Tunisia, West Bank/Gaza, Syria, and Libya, with new business initiatives in Egypt, Morocco, and Yemen. The projects span various technical sectors such as education, economic growth, water and energy, democracy and governance, and peace, stability, and transition. The ideal candidate will have a passion for making a difference in the lives of people around the world and will play a crucial role in supporting the operational and administrative aspects of these projects. In this role, the Senior Program Associate will be responsible for tracking and responding to requests from corporate and project offices, ensuring compliance with corporate policies, and managing project deliverables. The associate will also lead recruitment efforts for project staff, support budget reforecasting, and manage invoicing and financial documentation. Additionally, the position involves providing travel support for employees and consultants, processing wire transfer requests, and facilitating the onboarding of new staff. The Senior Program Associate will also participate in proposal teams for new business development, contributing to technical practices and providing mentorship to junior staff. This position requires strong organizational skills, attention to detail, and the ability to work both independently and collaboratively within a team. The Senior Program Associate will engage in continuous learning and professional development to enhance their project management competencies in line with donor regulations and Chemonics corporate standards.
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.
- Tracks, and when appropriate, reviews project and financial deliverables and reports for completeness and readiness for submission.
- 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.
- Leads recruitment efforts for expatriate and local staff under supervision of a manager/director, including sourcing candidates, conducting interviews, checking references, and providing finalist feedback.
- Supports monthly reforecasting for project budget including inputting actuals; drafts monthly budget and staffing memos.
- Provides review of monthly project office expenses and draft invoices in consultation with program manager.
- Analyzes and submits subcontract invoices and backup documentation; drafts subawards and modifications.
- 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.
- Processes monthly wire transfer requests and provides initial reviews to ensure completeness and accuracy.
- 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.
- Serves as primary backstop for project office personnel for expatriate and CCN staff including ad-hoc support and timesheet/expense report support.
- Leads Project Management Unit (PMU) efforts for complete and comprehensive project documentation by saving relevant project documents and approvals to project SharePoint files.
- Schedules and leads meetings, prepares agenda, and captures notes as appropriate.
- Participates on proposal teams in specific line roles of increasing complexity, including past performance writer, corporate capabilities writer, expatriate and/or local recruiter, section writer, cost preparer, coordinator, and subcontractor/subaward partner liaison.
- 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.
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 compliance and regulatory requirements in project management.
- Proficiency in a second language relevant to the MENA region.
Benefits
- Paid time off
- Medical/dental/vision insurance
- Employee Stock Ownership Plan (ESOP)
- 401(k) plan
- Other benefits for eligible US-based employees.
