Senior Associate Operations

Job Description

Position Overview:

The senior associate facilitates the use of sound management principles and tools in the operations of the business unit (BU). In this capacity, the senior associate will assist in addressing needs related to the establishment and maintenance of corporate as well as internal operational support systems. The senior associate will assume increasing project management and project administration duties and will provide training and coaching to other staff as assigned. The senior associate performs increasingly challenging operations assignments, applies technical knowledge appropriately in work activities, conducts short-term project assignments, and works on special projects as directed by supervisor. The Sr. Associate supports proposals and new business development efforts within a specific BU and companywide. We are looking for individuals who have a passion for making a difference in the lives of people around the world.

This role requires on-site work in our Washington, DC office location as part of our hybrid, flexible work structure.

Responsibilities:

Business Unit support and continual improvement

• Assists in responding appropriately and quickly to requests for support; this includes, but is not limited to, liaising with other departments, projects, or BUs to resolve operational issues and ensure staff compliance with rules, regulations, and corporate policy
• Prepares/files personnel forms, purchase orders, travel authorizations, and other standard forms
• Saves relevant files to Operations SharePoint files
• Leads BU and project efforts for complete and comprehensive project and BU documentation by facilitating project document reviews and file audits as appropriate;
• Follows up on assignment deadlines generated and/managed by the BU leadership team and operations team for strategic initiatives and projects
• Organizes meetings and drafts agendas for team meetings, regional meetings and regional leadership; briefs and prepares background materials for leadership and operations team on pertinent issues
• Prepares correspondence for immediate supervisor and/or SVP for review and signature
• Tracks all staff travel, leave schedules, and contact numbers; prepares and distributes BU and SVP calendar of activities, deadlines, staff vacation and travel schedules, etc.
• Provides travel support for SVP, program management employees and consultants by gathering relevant travel information, reserving tickets, and seeking necessary travel authorizations and approvals; liaises with travelers to collect expense reports and required backup documentation
• Coordinates with office services and IT support on facility, equipment, and supply needs
• Supports in in the planning and coordination of regional events, trainings, and meetings
• May contribute dedicated time to other workstreams and functions to achieve BU goals, including new business, project management, and technical practice contributions

Business Development

• Participates on proposal teams in specific line roles of increasing complexity, including, but not limited to, past performance writer, corporate capabilities writer, expatriate and/or local recruiter, section writer, cost preparer, coordinator, and subcontractor/subaward partner liaison

Financial management

• Contributes to financial management, including monthly expense monitoring, ensuring correct allocation of expenses, providing inputs into monthly budget forecasting, drafting cost estimates, and supporting ad hoc financial reporting

Talent management and development

• Supports the operations and project teams with talent management, recruitment, onboarding, and staff engagement
• Participates in internal and external training events to strengthen core competencies for operations and project management as applicable in line with donor regulations and Chemonics corporate standards

Project compliance and support

• Provides procurement support to BU projects as needed
• Supports in the contractual and financial management and closeout of projects whose period of performance has ended, including sending invoices and required backup documentation
• Assists with archiving and audits

Requirements :

• Bachelor’s degree or equivalent work experience
• Minimum 2 years of relevant administrative or professional work experience, including 1 year of contractual, procurement, project management, or related experience
• Experience with data entry, filing, cataloguing, retrieving, and preserving records preferred
• Communicates clearly and concisely in verbal and/or written communications; strong cross-culture communication and sensitivity skills
• Demonstrated experience multitasking with attention to detail, organization, and time management skills
• Demonstrated experience following standard practices and procedures, receiving general instruction and supervision, and contributing to projects and initiatives
• Excellent customer service and interpersonal skills
• Works independently and as part of a team
• Demonstrated resourcefulness in problem solving and initiative to learn new skills
• Strong knowledge of Microsoft Office applications
• Previous experience working in international development and/or living or conducting volunteer work in developing countries a plus
• Willingness to travel up to 8 weeks per year
• Demonstrated leadership, versatility and integrity

Apply by July 12, 2023. No telephone inquiries, please. Finalists will be contacted.

Chemonics is an Equal Opportunity Employer
Chemonics is an equal opportunity/affirmative action employer and does not discriminate in its selection and employment practices. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, political affiliation, sexual orientation, gender identity, marital status, disability, protected veteran status, genetic information, age, or other legally protected characteristics. Military veterans, AmeriCorps, Peace Corps, and other national service alumni are encouraged to apply.

Pay Transparency Nondiscrimination Provision
Chemonics will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by Chemonics, or (c) consistent with Chemonics legal duty to furnish information. 41 CFR 60-1.35(c)

COVID-19 Recruitment Information
Chemonics International is continuously monitoring COVID-19 activity around the world. The health and wellbeing of our staff and potential candidates is of the utmost importance to us and we continue to offer virtual interviews for all on-going recruits. On-boarding for new staff is offered in hybrid format through our Washington, D.C. and London, UK offices to accommodate remote workers.

COVID-19 Vaccination Information
Chemonics requires all US employees to be fully vaccinated.

The Salary Range for this position is expected to be: $64,100 - $80,100.

An employee’s pay position will be based on several factors including, but not limited to, relevant education, qualifications, certifications, experience, skills, seniority, performance, shift, travel requirements, and business or organizational needs.

We offer comprehensive package of benefits including paid time off, medical/dental/vision insurance, ESOP, 401(k), and other benefits to eligible to US based employees. Please visit https://chemonics.com/life-at-chemonics/our-benefits/ to find out more about the benefits this position is eligible for.

About the Organization

Founded in 1975, Chemonics is an international development consulting firm. In more than 70 countries around the globe, our network of 5,000 specialists share a simple belief: that the challenges we face today are best solved through the right partnerships — sharing knowledge, expertise, and experience to deliver results. As part of our culture and values, Chemonics is proud to be named a “Best Place to Work” in the Human Rights campaign Foundation’s 2021 Corporate Equality Index. Where Chemonics works, development works. Follow us on Facebook and Twitter or visit us at www.chemonics.com.