Senior Activity and Logistics Coordinator, Worldwide Training Services (WTS)

  • Mid-level
  • Posted on 31 August 2023
  • Silver Spring, Maryland, United States
  • Remote position
  • Closing on 30 September 2023

Job Description

Position Description

EnCompass LLC is seeking a Senior Activity and Logistics Coordinator, Worldwide Training Services (WTS) to provide proactive, customer-focused administrative, logistical, and programmatic support for critical training project(s) for the United States Agency for International Development (USAID). The Senior Activity and Logistics Coordinator manages activities for project(s) that provide high quality training services and support to USAID offices worldwide by assessing, designing, developing, maintaining, and evaluating adult professional training on core and non-core training for the workforce located in USAID’s Washington, DC headquarters and at approximately 85 Missions overseas. Ultimately, the goal of the WTS project is to provide modern, safe, learner-centered solutions that help the Agency transform its learning. The WTS team provides training design and development services, as well as facilitation and logistics, in support of this goal.

This position will support activity management functions on specific call orders, as assigned, under the USAID Worldwide Training Services Blanket Purchase Agreement (BPA).

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 Responsibilities

Essential functions:

  • Serve as the activity manager for existing WTS courses and courses associated with potential new call orders, as determined by the Project Director. Activity management tasks will be completed in consultation and coordination with the Project Manager I and designated Project Coordinator(s) and may include:
  • Developing and managing activity work plans and coordination of tasks, in collaboration with the PM/PC and with oversight by the Project Director
  • Overseeing level of effort (LOE) use at the activity level, in coordination with the designated Project Manager or Project Coordinator(s); meeting with the PM/PC on a bi-monthly or monthly basis to go over LOE usage to date and costs against the activity budget
  • Communicating clearly and often with the technical activity team (trainers, producers, and designers) and project operations management (POM) team (project assistants, coordinators, and manager) to ensure roles, tasks, and timelines are clear and tasks are executed.
  • Working with PCs to schedule rehearsals and debrief sessions with technical activity teams; attend debriefs, gather trainer reports and course evaluations, summarizing findings for the PD, Training Advisor, and client, as requested.
  • Providing regular activity updates to the Project Director, Training Advisor, and relevant POM team members; ensuring the activity remains within scope, and communicating clearly with the Project Director, if the need for changes in scope or timeline arise.
  • Serving as primary point of contact for course communications and delegating as appropriate.
  • Serving as the primary point of contact with Regional Training Centers for both in-person and virtual deliveries.
  • Developing and standing up logistics processes for in-person deliveries, both overseas and in Washington, DC.
  • Communicating with client point of contact as needed and approved by the Project Director
  • Liaising with the Project Coordinator/Assistant to identify needs and request administrative support (in consultation with the PM)—admin support could include posting courses to FAI CSOD, drafting consultant agreements, sending calendar invites, sharing participant materials, making activity-specific purchases, etc. (The Activity Manager requests this support and checks in with the PM/PC to ensure tasks are complete.)
  • Serve as the EnCompass point of contact with the FAI CSOD LMS platform, including uploading and maintaining course listings, tracking, and recording course attendance, graduating students from the course, managing course waitlists, sending out all course materials and course weblinks to students, and responding to student inquiries.
  • Responsible for coordinating and confirming all instructor/facilitator assignments, in coordination with the Master Scheduler and Training Advisor, for all deliveries within the project suite of courses.
  • Responsible for knowledge management of course materials on the Google Drive and Sharepoint folders.
  • Prepares and provides inputs and data for project reports and deliverables.
  • Serves as the point of contact with Regional Training Centers for in-person deliveries.
  • Supports continuous process improvement by identifying and recommending procedural changes to improve efficiency; may serve as a liaison with other project teams to train on new procedures.
  • Provides excellent customer service to both internal and external partners.
  • Engages fully as a member of the EnCompass staff team, including participating in staff meetings and other EnCompass events.
  • Other duties, as assigned.

Other:

  • Engage fully as a member of the EnCompass staff team, including participating in staff meetings and other EnCompass events, and providing administrative support to other team members as needed.
  • Other duties as assigned.
Position Requirements

Qualifications

Academic Qualifications

  • Minimum of a Bachelor’s degree with a minimum of 5 years of work experience in a professional environment; Associate’s degree and 7 years of experience; or High School Diploma and 9 years of experience
  • At least 3 years of total experience should have been providing administrative support to large projects or teams

Experience and Skills

  • Highly organized with skills in problem-solving and planning, analysis, and design of project management, and planning tasks and methods
  • Strong time management skills, attention to detail, and an ability to organize, manage, prioritize, and follow through on multiple tasks in a fast-paced, deadline-oriented environment
  • Ability to work in a collaborative and appreciative work environment, and to model strengths-based approaches for the team
  • Commitment to applying Diversity, Equity, and Inclusion (DEI) and gender integration and inclusive development best practices and ability to incorporate those practices into project administration
  • Demonstrated ability managing complex training projects; strong planning, organization, critical and strategic thinking, and problem-solving skills
  • Some experience being a liaison and autonomously engaging with external clients, and building professional working relationships
  • Committed to providing the highest level of service
  • Exceptional professional communication skills (verbal and written English)
  • Proficiency in Microsoft Office applications, particularly Word, Excel, PowerPoint, and SharePoint; familiarity with Google Suite a plus

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 $72,000-$78,000.

How to Apply

Please submit CV and cover letter, and complete the application online.

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

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About the Organization

EnCompass is a women-owned business offering innovative, 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 1,300 staff and consultants around the globe.

We partner with government and multilateral agencies, nonprofit organizations, and corporations around the world, offering thought leadership, diversity, and technical expertise in education, gender and inclusive development, global health, human rights, and food security.

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