Overview: Project Specialist (PS) is responsible for providing primary support to ACDI/VOCA projects, new business proposals, and technical/subject matter initiatives.
The PS demonstrates understanding of broad project management and support functions, successfully applies ACDI/VOCA systems, policies, and procedures, understands award-specific compliance requirements, and performs tasks with autonomy and good judgement.
PS provides guidance and serves as coach to more junior staff.
Responsibilities: Project OperationsAssist with personnel recruitment and hiring.
Develop and format scopes of work for consultants and volunteers, search consultant databases and screen CVs.
Process requests for Letters of Assignment, support field staff mobilization and repatriation.
Make travel arrangements, review, and process expense reports.
Assist HR in the creation and updating of country employee manuals.
Collect approval signatures necessary for authentication, notary, power of attorney, etc.
Ensure that projects maintain property inventory.
Provide project start-up and closeout support, draft start-up and closeout plans, updates, presentations to management.
Collaborate with other departments and timely respond to requests for information.
Maintain the project’s SharePoint sites and document libraries.
Project Financial Management Update project actuals and projections in the ETCs.
Assist the PD with financial information gathering and reporting, including budget performance, burn rates, obligations, cost share, etc.
Process financial reports, review for accuracy, completeness, and compliance with contractual and programmatic requirements.
Review JSRs for accuracy.
Process and review payment requests for accuracy, completeness, and compliance.
In consultation with the field team, prepare USAID Quarterly Accrual Reports.
Review other periodic project specific financial reports for accuracy; ensure timely submission to the client.
Track subrecipient invoices, payments, obligations, and other financial information.
Participate in monthly budget discussions and quarterly financial reviews, take, and circulate meeting notes.
Prepare budget realignment in consultation with the PMT, Financial Analyst and the field.
Maintain billability according to the departmental targets.
Procurement, Subawards and GrantsSupport the procurement of goods and services, subaward and grant management.
Prepare and review all pertinent documents for completeness and accuracy, ensure that the documentation is in compliance with the organizational policies and procedures, award document and donor regulations.
Under guidance, draft approval requests and other donor correspondence.
Maintain the project approvals tracker.
Work Plan, Reporting and Technical DeliverablesWork with the PD and the field team to ensure the project’s compliance with deliverable requirements and schedules.
Edit project monthly, quarterly, and annual reports and other deliverables.
Contribute to the development of communications products and success stories.
Update project profiles and contribute to AV knowledge management platforms.
New Business Development Support Serve as Proposal Coordinator.
Assist with positioning and capture efforts, including research of technical and financial information.
Make capture trip arrangements.
Onboard consultants for proposals.
Draft resumes and proposal sections, including corporate capabilities and past performance.
Participate in technical/subject matter task forces, working groups or communities of practice.
Contribute to technical/subject matter initiatives including research, tool developments, knowledge management, or short-term assignments.
Be familiar with ACDI/VOCA technical tools and resources.
Teamwork and LeadershipFacilitate meetings and group discussions.
Facilitate collaboration between HQ and field staff, HQ departments, and external partners.
Actively contribute to work planning and team-building activities.
Provide consistent and clear guidance and policy updates to field teams.
Provide surge coverage for other Project Operations staff during absences or in times of excessive demand.
Seek training and learning opportunities.
Support and enhance the company’s culture of diversity, equity and inclusion and align with our corporate values by treating others with respect and congeniality.
Qualifications: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.
The requirements listed below are representative of the knowledge, skills, and/or ability required.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Bachelor’s degree in international development, agriculture, finance, economics, or a related field requiredMinimum of two years of experience in international development required, including one year of administrative experience; USAID/USDA experience strongly preferredExperience living in a developing country preferredExcellent verbal and written communication skillsProven ability to work successfully as part of a team, as well as independentlyStrong organizational skills and ability to multitask in a fast-paced environmentDemonstrated leadership, versatility, and integrityFluency in English, professional proficiency in French or Spanish required Ability and willingness to travel internationally to less developed countries required; must be fully vaccinated against Covid 19