Job Title/Grade: Associate Project Manager (Grade 7)
Project Manager I (Grade 8)
Project Manager II (Grade 9)
Reports to : Project Delivery Team Director
Department: Delivery, Global
Date : February 14, 2018
Function of the Position:
This is a professional position providing home office financial, contractual, management and technical oversight of one or more field or home-office based DAI projects. The individual in this position is tasked with managing a portfolio of projects in a manner consistent with DAI’s ethics/compliance standards and with technical and other objectives specified in the contract. This position carries decision-making authority for one or more projects. Successful performance includes enabling projects to achieve quality programming and development outcomes. The Project Manager reports to the Project Team Director (PTD), and also participates in new business initiatives within Global.
Roles and Responsibilities:
The percentages below are notional and may change depending on business needs.
Implementation Quality and Client Satisfaction (Project Management) (30%)
- Provides home office management support and oversight on a day to day basis on one or more projects. Manages resources across project teams and encourages collaboration within broader geography. Provides oversight of operational activities, such as mobilization and demobilization of staff, home office-based procurement, etc.
- Serves as the primary point of contact for the Chief of Party (COP) and Home Office staff on technical, management, operational, and financial issues. Engages HR and PTD on field personnel issues as needed.
- Works with the PTDs and COPs to manage projects in a manner consistent with DAI’s ethics/compliance standards and with technical and other objectives specified in the contract. Follows DAI policies and procedures in managing projects.
- Ensures overall contract compliance with client and DAI regulations and procedures. Resolves complex contractual issues with appropriate escalation and collaboration with Contracts and PTD. Manages preparation of budget realignments, contract modifications, and subcontract modifications.
- Ensures team drafts routine contractual documents using approved templates. Drafts Statements of Work for subcontracts review and approval for US based subcontractors and partners for assigned projects.
- Makes timely decisions; escalates to appropriate decision-makers as needed; keeps PTD involved in key management or technical issues on the projects.
- Works with COP and PTD to achieve Workplan targets and project deliverables on time and of high quality.
- Conducts and documents four Quality Performance Reviews (QPR)s per year for each project. Promptly addresses any potential or significant issues. Promptly escalates and seeks guidance on key issues.
- Receives positive client feedback of no less than satisfactory as documented in CPARs and CSMs.
- Participates in Short Term Technical Assignments (STTA) as necessary for management and technical oversight. May serve as Start-up or Close-down Manager or Team Leader as appropriate.
- Executes authorities listed in the Schedule of Authorities.
- Proactively identifies and analyzes areas of risk, advises project team on solutions and preventative measures. Ensures compliance with internal and external audit findings.
- Participates and provides support as necessary to the COP and field team during strategic planning sessions. Reviews, supports, and edits (with PTD/COP) STTA deliverables as requested by field.
New Business (20%)
- Significantly contributes to the Global Region’s targets for gross profit won in successful proposals
- Works on at least two proposal teams as a proposal coordinator, pricer, proposal manager, champion, member of recon, or other role.
- Supports supervisees’ participation in new business by providing guidance on proposal role assignments, ensuring coverage of project responsibilities, and seeking feedback on supervisees’ performance on new business efforts
- Maintains awareness of region’s new business priorities and pipeline and gathers and shares intelligence related to proposal efforts.
Collaboration and Learning (10%)
- Contributes to the knowledge base and market expansion efforts of DAI’s Technical Sectors by sharing project knowledge and experiences; responsible for promoting project through success stories, DAI website updates, hosting project brown bags, etc. Contributes to cross-project learning with Solutions group and throughout geography to deepen development solutions that are locally relevant, successful, and sustainable.
- Connects field projects with the relevant technical sectors in Technical Services, including facilitating participation of Technical Service’s staff in QPRs and other opportunities for knowledge sharing.
- Reviews new policies and procedures and, where needed, proposes changes for existing policies and procedures to enhance corporate efficiencies. Delivers trainings and acts as Quality Assurance reviewer.
- Supports and encourages Project Associates’ participation in technical sector activities, including meetings, presentations (internal and external), and events.
- Sets example of technical leadership and excellence.
Financial Management (30%)
- Accountable for managing project financial performance targets (with PTD and COP); leads project financial reviews, analyzes and troubleshoots financial issues. Working with COPs and PTDs, exceed budget targets for Gross Profit.
- Monitors and approves project non-billable costs; responsible for minimizing non-billable costs
- Works with field teams to monitor project burn rate and gross profit, explain deviations, and plan appropriately to compensate for deviations.
- Responsible for ensuring accuracy of project financial transactions and monthly project invoices. Reviews and approves home office payments (e.g., expense reports, vendor invoices).
- Monitors accuracy of project budget and provides analysis and solutions; understands financial structure of contract and advises COP and PTD on profitability implications.
- Assists home office and field team with quarterly corporate budget forecast review and approval process.
- Meets or exceeds productive utilization target and ensures staff also meets direct utilization targets.
Staff Management and Development (10%)
- Hires and develops staff.
- Supervises, trains and coaches Project Associates and Assistants.
- Ensures COPs receives DAI orientation and appropriate training.
- Ensures Project Associates and Assistants have the required training as per the Learning Plan, skills, and support to successfully carry out their SOWs.
- Encourages learning and knowledge sharing across DAI’s USG group and Global.
- Conducts performance reviews and goal setting meetings for Associates and Assistants.
- Completes a development plan for each Project Associate(s).
Additional responsibilities may be assigned as deemed necessary.
- Grade 7: Minimum of 4 years of relevant administrative or technical professional experience and a bachelor’s degree or 2 years of relevant administrative or technical professional experience and a master’s degree.
- Grade 8: Minimum of 5 years of relevant experience and a bachelor’s degree; or 3 years of relevant experience and a master’s degree
- Grade 9: Minimum of 7 years of relevant experience and a bachelor’s degree; or 5 years of relevant experience and a master’s degree
- Minimum of 2 and a half years of experience providing administrative and/or management support to USAID-funded contracts or grants and/or performing USAID business development activities such as proposal coordination or management
- Excellent oral and written communication skills
- Must be able to travel on assignments for DAI projects (up to four assignments per year)
- Master’s degree
- Field experience
- Supervisory experience
- Experience with project recruitment
- Working proficiency in Spanish or French or Russian
Supervisory Requirements: Supervises Project Delivery Team Associate(s)
All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or national origin.
About the Organization
DAI is an employee-owned global development company. For 40 years, we have worked on the frontlines of international development, tackling fundamental social and economic development problems caused by inefficient markets, ineffective governments, and instability. Currently, DAI is delivering results that matter in some 60 countries. Our integrated development solutions turn ideas into impact by bringing together fresh combinations of expertise and innovation across multiple disciplines—crisis mitigation and stability operations, democratic governance and public sector management, agriculture and agribusiness, private sector development and financial services, economics and trade, HIV/AIDS and disease control, water and natural resources management, and energy and climate change. Our clients include international development agencies, international lending institutions, private corporations and philanthropies, and national governments.