Position Overview
IBI, an international economic development consulting firm headquartered in Arlington, Virginia, has been supporting global development efforts for 18 years. Its primary client is the U.S. Agency for International Development (USAID).
The Project Associate will play a vital role in providing administrative and managerial support to IBI’s overseas projects, ensuring they are executed in compliance with the technical, financial, and administrative requirements of each contract. The ideal candidate is a proactive, results-driven, and customer-focused professional who thrives in a fast-paced, deadline-oriented environment while managing multiple priorities effectively.
Employment Location: Arlington, Virginia
Specific Responsibilities
The Project Associate will support and backstop the Manager overseeing project implementation and provide
operational support across all aspects of IBI project management. The Project Associate’s key responsibilities include, but are not limited to:
· Operational Support and Overall Coordination
o Develop, update, and maintain project management tools, databases, files, and records, ensuring accurate electronic and paper filing systems for assigned projects.
o Coordinate travel logistics for staff and consultants, including visa applications, accommodations, and securing necessary approvals in compliance with USAID guidelines.
o Review and manage personnel and subcontractor invoices, contracts, timesheets, and expense reports to ensure accuracy and compliance.
o Draft, edit, and format documents such as reports, success stories, and blog posts.
o Develop, draft, or revise reports, guidelines, CVs, and justifications for client submissions.
o Ensure professional and timely communication with consultants, subcontractors, partners, and field offices.
· Financial Management
o Review procurement documentation for completeness and compliance with USAID regulations.
o Review monthly project expenditures against budget and update budget monitor, as needed.
· Contracts Administration
o Support subcontract management by reviewing expenditures, organizing partner meetings, and monitoring technical inputs.
o Ensure that contractually required and IBI approval requirements (e.g., waivers and approval memos) are met, and prepare justifications supporting those actions in coordination with senior technical, management, and contracts staff at HQ and in country as needed.
Process documentation needed to recruit and contract consultants, employees and subcontractors;
perform the actions necessary to initiate appropriate contractual mechanisms.
· Provide New Business support as needed.
· Perform other duties as assigned.
· May require international travel.
Qualifications:
· Bachelor’s degree or higher
· Minimum of two years of previous experience providing administrative support, preferably with another
USAID implementer
· Excellent English language writing and oral communications skills
· Excellent Spanish language writing and oral communication skills
· Experience in MS Word and Excel.
This job description in no way states or implies that these are the only duties performed by the employee
occupying this position. Employees may be required to follow other job-related instructions and to perform other job-related duties as requested, subject to all applicable state and federal laws. Certain job functions described herein may be subjected to possible modification in accordance with applicable state and federal laws.
APPLY: Through the IBI website OR via email: recruitment@ibi-usa.com with job title and reference number. No phone calls please. Please note only shortlisted candidates will be contacted. For more information about IBI
International, please visit www.ibi-usa.com
IBI International employment offers are contingent on a satisfactory background check.
IBI International is an equal opportunity employer.
Company overview
IBI – International Business Initiatives – A URC Company – provides insightful analysis and practical, timely solutions to challenges facing governments and companies. Our experience has shown that the value of
fresh ideas lies in their local implementation. We partner with top quality local organizations to ensure that our clients achieve their goals.
