Project Operations Senior Associate

  • Mid-level, Full-time staff position
  • Posted on 15 April 2021
  • Arlington, Virginia, United States
  • Closing on 15 June 2021
  • Current
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Job Description

Are you ready to take the next step in your career? Do you want to do meaningful work that improves quality of life? At Tetra Tech, you will work with high-performing teams who are passionate about using their expertise to find solutions to complex problems in water, environment, infrastructure, resource management, energy, and international development.

Summary:

Tetra Tech ES, Inc., based in Arlington, VA, is seeking a Project Operations Senior Associate to coordinate 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. The Project Operations Senior Associate reports to the Vice President of Consulting and Business Services.

Responsibilities:

Operations

  • 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 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

Technical

  • Conduct research and undertake analyses on energy-related topics as inputs to papers, concept notes, and reports as instructed by technical leads
  • Draft scopes of work for consultants, subcontractors, and personnel
  • Support the preparation of technical presentations, reports, papers, communication materials, 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
  • Perform other related duties as assigned

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

  • 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:

  • Fluency in a foreign language: French, Spanish or Portuguese preferred
  • Excellent negotiating and budgeting skills
  • Monitoring and evaluation experience, including the development of M&E plans, data collection against project indicators, development of data trackers and dashboards
  • Experience with 508 compliance of documents

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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