Project Operations Senior Associate

  • Mid-level, Full-time staff position
  • Posted on 14 September 2020
  • Arlington, Virginia, United States
  • Closing on 31 October 2020
  • Current
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Job Description


Tetra Tech, ES Inc. based in Arlington, VA is seeking a Project Operations Senior Associate. The Project Operations Senior Associate coordinates with project managers, business service teams, field offices, and technical staff to ensure successful project implementation for USAID, MCC, and other multilateral bank funded contracts. S/He reports to the Vice President of Consulting and Business Services



  • Support Chiefs of Party, Project Directors, Senior Technical Advisors and global field offices with various administrative and operational matters
  • Coordinate the start-up and close-out of global projects, such as coordinating the office lease process, procuring office equipment and furniture, setting up/closing field bank accounts, and hiring employees
  • Draft project manuals, checklists, and guidance as required in consultation with relevant Field and Home Office staff
  • Coordinate the mobilization and demobilization of project expatriate staff
  • Maintain electronic project shared folder of project deliverables, documents, reports, photos, and other information
  • Arrange travel and make logistical arrangements for workshops, conferences, and/or study tours
  • Recruit, onboard and manage travel logistics for short-term consultants
  • Provide meeting support: preparing agendas, taking and distributing meeting minutes, and following up on action items
  • Continuously identify ways to streamline the operating unit’s approach to project implementation and assistant with the development of policies, procedures, and checklists

Project Management

  • Serve as a Home Office Project Manager coordinating operational, administrative and financial items on a variety of projects
  • Draft and submit client approvals for travel and technical concurrences
  • Support procurement of goods and services by drafting solicitation documents, conducting market research and competitor analysis, preparing evaluation memos, preparing contract requisition forms and other actions required
  • Provide inputs (market research, work history, competitor analysis) for salary, and or consent to subcontract request.
  • Ensure project compliance with contract requirements.
  • Coordinate with clients, subcontractors, and vendors regarding project budgets, travel, and other operational and logistical matters.
  • Prepare and maintain project budgets, financial trackers, financial reports such as labor forecasts, accruals and periodic financial forecast
  • Review accounts payable vouchers, subcontractor, consultant, and client invoices
  • Monitor invoices/budgets against contracts/subcontracts and mitigate cost overruns.
  • Maintain trackers for approvals, travel, deliverables and project status meeting items


  • Conduct research and undertake analyses on energy-related topics as inputs to papers, concept notes, and reports as instructed by technical leads.
  • Support the preparation of technical presentations, reports, papers and contract deliverables such as work plans and progress reports in collaboration with technical team
  • Coordinate Tetra Tech’s submission of deliverables to the client
  • Compile and analyze performance indicator data for the project progress reports
  • Upload contractual deliverables and project assessments, reports, and documents on the USAID Development Experience Clearing House
  • Compile and upload data on USAID TraiNet.

Essential KSA’s required (experience, skills, education, certification, etc.):

  • Required Bachelor’s degree in international development/studies, business administration or another related field
  • 7+ years of relevant project management and/or operations experience on USAID, MCC, and other multi-lateral donor projects
  • Knowledge of the USAID rules and regulations for travel, allowances, and procurement
  • Excellent writing and communication skills. Able to communicate complex information and deliver verbal and written messages effectively.
  • Good analytical and problem-solving skills.
  • Strong research capabilities, using a variety of primary and secondary sources.
  • Strong organizational, teamwork and technical skills.
  • Must be able to manage several tasks simultaneously and re-prioritize as necessary.
  • Must work effectively under deadlines, both independently and as a team member.
  • Must be able to produce accurate and complete documents in a timely manner.
  • Must have excellent listening skills and highly developed sense of responsibility and commitment to customer service.
  • Proven ability to handle multiple tasks in a fast-paced, deadline-oriented environment.
  • Must be able to travel (international field sites), as needed
  • Strong attention to detail.
  • Advanced Microsoft Excel, Microsoft Word and Microsoft PowerPoint

Valued but not required KSA’s:

  • A foreign language is a plus: French, Spanish, Portuguese
  • Excellent negotiating and budgeting skills
  • 2+ years of monitoring and evaluation experience to include the development of M&E dashboards, monitoring and data collection against project indicators
  • Experience with 508 compliance of documents

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About the Organization

Tetra Tech is a leading provider of consulting and engineering services. The Company supports government and commercial clients by providing innovative solutions focused on water, environment, infrastructure, resource management, energy, and international development. With more than 17,000 associates worldwide, Tetra Tech's capabilities span the entire project life cycle.

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