EnCompass LLC is seeking a Project Coordinator to provide proactive, customer-focused administrative, operations, and programmatic support for the Ta/Eval/LLD practice area. The Project Coordinator may also be asked to support programs across practice areas, in coordination with the Project Operations Manager and respective project leads.
This is a full-time position located at the EnCompass principal office in Silver Spring, Maryland, and follows the EnCompass flexible hybrid work model with split time between telework and the office. This individual may also be expected to work from client sites in the Washington, DC metro area, as needed.
Must be legally authorized to work in the US for any employer without sponsorship.
Position Duties and ResponsibilitiesEssential functions:
As a member of the Project Operations and Management team and the company-wide Operations Team:
Serves as a point of contact for all operations tasks on the (TBD) team
Ensure the Ta/Eval/LLD team and its headquarters-based and in-country projects properly follow all company and team administrative procedures
Supports project activities and strategic company initiatives, including project startup, ongoing project operations and management, project close-out, and executing large- scale multi-sectoral events
For in-country projects: Backstops operations-related field team tasks and ensures field team access to relevant documents relevant for their operational tasks
Quality Assurance Management
Supports project leads to develop, maintain, and update work planning and tracking systems to ensure that tasks and deliverables proceed on time
Supports project leads with partner/consortia communications and coordination, including documentation of important client and partner meetings
Supports timely, quality project deliverables production and submission: tracking deliverables, coordinating technical inputs, editing translations, and graphic design to ensure the quality of project deliverables
Schedules and supports project leads in preparation of materials of period Project Reviews
Financial Management
Supports project leads with budget tracking and projections and review of monthly invoices to ensure projects remain within budget
Schedules and facilitates monthly project finance review, prepares activity report for client invoices and calculates burn rates
Reviews monthly invoices for accuracy and completeness, manages financial awards and subawards (financial projections, invoices, and reports), ensures timely approval of monthly invoices
For field projects: reviews and submits monthly field financial reports, field staff invoices, and field monthly payroll wires, and prepares reports on foreign tax payments and process foreign tax reports
Monitors LOE for home office staff and STTA, reviews monthly invoices and sends PPRs to respective PM/TL for approval
Leads coordination of more complex procurements, including vendors for translation and similar services, analyses procurement quotes with PM, and drafts procurement justifications
Talent Management
Manages consultant processes: onboards independent consultants; manages the consultant agreement and invoicing processes (review consultant invoices, field expense reports, and travel expenses for completeness and accuracy, and ensure timely approvals are obtained); ensures consultant documentation is accurate and up-to-date, including consultant tracker
Supports field project offices in payroll functions (reviews and approvals from Africa HR and other programs)
Supports project recruitment by drafting draft job descriptions, screens potential candidates for administrative positions, and serves as the point of contact with the Talent Management department (Human Resources and Talent Acquisition)
Contracts Management
At project start-up, schedules and prepares budget handover/walkthrough with the Business Development team and Contracts
Coordinates/oversees preparation of sub-agreements and modifications for project lead and Contracts review
Data and Knowledge Management
Maintains SharePoint files and organization for the Ta/Eval/LLD team and communication sites; maintains project records, project related KM, and disseminate information about project results
Asset and Resource Management
Supports hiring of local vendors for the procurement of good and services, provides procurement training to home office and field staff on a regular basis
Supports in-country procurement of IT equipment with software installation and creation of project team spaces during start-up
Supports the finalization of field project start-up, reviewing lease agreement for office and residential locations and in-country project registration
Manages tracking systems related to IT procurement, vehicle fleet management, and residential expendable supplies
Travel and Logistics Management
Supports the mobilization/demobilization of home office and field office staff during start-up and close-out
Coordinates the creation of a security plan for field office and hire real estate agent to help find short- and long-term residence/office space
Other duties as assigned
Leads production of internal and external virtual meetings and training in Adobe Connect, Zoom, and other platforms
Supports business development efforts tasks as assigned
Engages fully as a member of the EnCompass staff team, including participating in staff meetings, company-wide Admin meetings and other EnCompass events
Supports other duties as assigned
Qualifications
Academic Qualification, Experience and Skills
Minimum of Bachelor’s degree and 4 years of experience, of which at least 2 years should have been providing administrative support to project teams in international development
Knowledge of US Government financial reporting and compliance processes and requirements desirable
Experience in supporting field-based projects and donor funded procurements and subcontracts desirable
Exceptional organizational skills and attention to detail
Ability to organize, manage, prioritize, and follow through on multiple tasks in a fast-paced, deadline-oriented environment
Excellent verbal and written English language skills, knowledge of Spanish or French language a plus
Previous event planning and management experience
Proficiency in Microsoft Office applications, particularly Word, Excel, and PowerPoint
Proven capacity to take initiative and willingness to learn new skills as needed
Strong work ethic and the ability to work well independently and as part of a team
Outstanding interpersonal skills and ability to interact with individuals at all levels
Ability to handle confidential information with discretion
Ability to work in an appreciative environment with colleagues and clients
Please submit CV and cover letter, and complete the application.
Estimated Starting Pay Range:
The pay range for this role allows for the wide variety of factors that are considered in making compensation decisions including, but not limited to skill sets, experience and training, certifications, and other business and organizational needs. At EnCompass, it is not typical for an individual to be hired at or near the top of the range for their role and compensation decisions are dependent on the facts and circumstances of each case. A reasonable estimate of the current range is $61,500 - $72,000
EnCompass LLC is a progressive Equal Opportunity Employer. We promote, celebrate, and support a diverse and inclusive organizational culture and workforce. We are committed to providing all of our employees with an environment free from discrimination and harassment, where all are treated with dignity and respect. We do not tolerate, and explicitly prohibit, discrimination or harassment of any kind, at any time, in all aspects of employment. This includes recruitment, hiring, promotions, disciplinary measures, terminations, compensation, benefits, social and recreational programs, and training. EnCompass also does not tolerate retaliation against individuals who report discrimination or harassment. Our continuing commitment to the principle of Equal Opportunity Employment for all means all employment decisions are based only on the job requirements, the candidate’s qualifications, and the needs of EnCompass as a business—not on race, color, ethnicity, national origin, religion, belief, sex (including pregnancy and related medical conditions), gender identity or expression, sexual orientation, age, disability status, veteran status, genetic information, HIV status, family/marital/parental status, or any other status protected by the laws and regulations in the jurisdictions where we work.
For US based positions: The employer will make reasonable accommodations in compliance with the Americans with Disabilities Act of 1990.
The above statements are intended to describe the general nature and level of work being performed by individuals assigned to this position. They are not intended to be an exhaustive list of all duties, responsibilities, and skills required of personnel so classified.
The incumbent must be able to work in a fast-paced environment with demonstrated ability to juggle and prioritize multiple, competing tasks and demands and to seek supervisory assistance as appropriate.
If you require accommodations in line with the Americans with Disabilities Act to complete your application, please call 301-287-8700, provide your contact information and a description of your accessibility issue. We will make a determination on your request for reasonable accommodation on a case-by-case-basis, and we will call you back within approximately 3 business days.
EEO is the Law & EEO is the Law Supplement, Pay Transparency Nondiscrimination Provision
EnCompass LLC is a women-owned, mid size business consulting firm working in International Development, and offering innovative and customized solutions for leadership, capacity strengthening, technical assistance, and monitoring and evaluation. We have experience in more than 70 countries and a team of more than 100 staff and 1,200 experts around the globe. We partner with government and multilateral agencies, nonprofit organizations, and corporations around the world, offering thought leadership, rich diversity, and technical expertise in global health, inclusive development, education, human rights, and food security.
Founded in 1999, EnCompass began as a virtual organization supporting clients and implementing work through a network of staff and expert consultants. Today, we have more than 110 full-time staff and a Global Consulting Network, our vetted database of specialists, through which we engage, on average, 200 consultants each year. In early 2017, EnCompass opened its first international office in Addis Ababa for Transform: a Primary Health Care project. In 2019, we set up our second field office in Lima, Peru. We maintain a full-time staff presence in Benin, Ethiopia, Germany, Great Britain, Peru, and Uganda.
