Job Description
Chemonics seeks a Senior Operations Associate for its Procurement and Logistics Technology Center (PLTC) business entity, located in Arlington, VA. The Senior Operations Associate will work closely within the PLTC Operations & Finance Team to coordinate and support essential activities across PLTC. The specific roles and responsibilities of the Operations Associate will include general operational functions in contracts management, staffing and resourcing support, cross-team coordination and general administrative support. We are looking for individuals who have a passion for making a difference in the lives of people around the world.
Chemonics is establishing a Procurement and Logistics Technology Center (PLTC) to create a more commercial end-to-end supply chain operation and consolidate and expand our position as the leading provider of global and in-country supply chain management services in the low- and middle-income country context for health and other commodities that ultimately advance our mission of helping people live healthier, more productive, more independent lives. The PLTC will provide the operational and technological platform to deliver high-performing, reliable, end-to-end supply chain services at scale, across multiple clients and type of commodities, and at a competitive cost.
Responsibilities include:
Contract Management
- Support PLTC U.S. and remote offices administration, including vendor payment requests, invoicing, approvals, and updating of project-related trackers
- Draft and manage project-related employment and subcontract agreements
- Support consultant and subcontractor management, including invoice tracking and payment, budget monitoring, level-of-effort utilization, deliverables, etc., to monitor compliance with contract and PLTC’s regulations. Issue status reports as needed
Staffing & Resourcing
- Support the development of the PLTC organizational structure and staffing plan
- Communicate scopes of work, policies, and allowances/benefits for team members and consultants
- Assist with recruiting and suggests candidates for a variety of home office and overseas based positions
- Provide support to employee on-boarding and transitions, such as updating and maintaining internal new employee orientation materials, adding/removing employees to/from divisional listservs, and submitting new desk-set-up requests
Cross-team Coordination
- Coordinate across PLTC teams and supports inquiries and needs promptly
- Serve as a resource for PLTC staff by checking in periodically and elevating issues or concerns to the operations manager or director as needed and offering solutions as applicable
- Support the review of needs in each of the PLTC’s teams to ensure proper check-ins are scheduled with senior leadership to review progress through implementation and milestone goals
Technical Support
- Provide basic technical information and develop ideas and hypotheses based on research to support PLTC efforts, Chemonics’ knowledge base, other practice networks, and other work products as requested
- Contribute to organizing and developing internal technical events and opportunities to encourage the distribution of best practices, technical innovations, and support improved knowledge sharing
- Attend conferences, presentations, and networking events, as appropriate, and plan targeted interventions to enhance supply chain understanding to provide support to PLTC’s overall objectives
Administrative
- Lead PLTC efforts for complete and comprehensive documentation by saving relevant documents and approvals to SharePoint files and facilitating document reviews and file audits as appropriate
- Organize staff teambuilding events including developing remote event ideas, executing events, sending Outlook invites to the division, liaising with staff when necessary, coordinating any required meeting materials, and liaising with external vendors as appropriate
- Track staff and consultants’ timesheet completion and submission, run periodic reports, and provide timely reminders to staff and consultants
- Track all staff travel and leave schedules and contact numbers. Prepare and distribute calendar of activities, deadlines, staff vacation and travel schedules, etc.
- Provide travel support for employees and consultants by gathering relevant travel information, reserving tickets, and seeking necessary travel authorizations and approvals. Liaise with traveler to collect expense reports and required backup documentation
- Coordinate with office services and IT support on facility, equipment, and supply needs
- Support PLTC initiatives to foster a diverse and inclusive workspace by creating opportunity, serving others, building trust, innovation, and exceeding expectations
- Perform other duties and responsibilities as required
Qualifications:
- Bachelor’s degree required
- Minimum two years of relevant administrative or professional work experience including one year of contractual, procurement, project management, or related experience
- Experience providing support to business leadership or executive-level staff preferred
- Recruitment experience preferred
- Demonstrated ability to communicate clearly and concisely in both verbal and written communications; strong cross-culture communication and sensitivity skills
- Demonstrated ability to coordinate between technical and operational teams to achieve efficiencies
- Demonstrated ability to handle routine administrative tasks and operational issues
- Understanding of supply chain principles preferred
- Experience supporting a corporate budgeting process preferred
- Ability to multitask with strong attention to detail, organization, and time management
- Demonstrated ability to follow standard practices and procedures, receive general instruction and supervision, and contribute to projects and initiatives
- Ability to work independently and as part of a team
- Demonstrated resourcefulness in problem solving and initiative to learn new skills
- Strong knowledge of MS Office applications
- Willingness to travel and work abroad in less developed countries for at least 4 to 8 weeks per year
- Demonstrated leadership, versatility, and integrity
- Language proficiency in French, and/or Portuguese is preferred
About the Organization
Owned entirely by employees, Chemonics is an ISO-9001 certified international development company. For more than 40 years, we have partnered with local and international organizations to promote social and economic change around the world.
Chemonics International is a leading international development consulting firm based in Washington, D.C. with more than 40 years of experience implementing programs around the world.
