Operations Associate, Country Programs, GHSC-PSM

Chemonics
  • Location
    Arlington, Virginia
  • Sector
    Commercial
  • Experience
    Early Career
  • Posted
    Oct 02

Position description

Chemonics seeks an Operations Associate in support of the Country Programs Team for the Global Health Supply Chain Program – Procurement and Supply Management (GHSC-PSM) project. The GHSC-PSM project is the primary vehicle through which USAID: 1) procures and provides health commodities; 2) provides technical assistance to improve partner countries’ management of the supply chain; and 3) collaborates with key international stakeholders to support global health initiatives. 

The Operations Associate is an administrative position that assists the operations team in providing business support to Country Programs staff and the Country Programs Director (CPD). This includes administrative support, staffing and recruitment, staff recognition and events, corporate budgeting, project support, and meeting logistics. We are looking for individuals who have a passion for making a difference in the lives of people around the world.

Responsibilities include:                                                                                                                                             

  • Coordinates divisional recruitment for associate and administrative level positions and facilitates on-boarding of new staff
  • Provides support to employee 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
  • Tracks and updates divisional expenditures against approved annual budgets, such as regional events spending and monthly staff re-forecasting and variance projections
  • Supports the CPD by managing meetings and calendar invites, processing print requests, researching and providing guidance on corporate policies, ensuring that documents needing signature are processed in a timely fashion, making travel arrangements, scanning and saving all necessary documentation as appropriate, reviewing all overhead expense reports for approval, and providing other support as required
  • Updates and maintains files, filing systems, and trackers maintained by the country programs team
  • Coordinates and facilitates divisional meetings such as staff retreats, regular staff meetings, and staff celebratory events, including logistics, developing and sharing agendas, and other relevant meeting information
  • Liaises with support divisions to respond to requests for information, audit requests, and associated follow-ups/coordination with project management units (PMUs) as needed
  • Organizes staff team-building and business events including submitting catering requests, sending Outlook invites to the division, liaising with staff on room set-up, coordinating any required meeting materials, and liaising with external vendors as appropriate for off-site meetings/events
  • Tracks regional timesheet completion and submission, runs periodic reports, and provides timely reminders to regional staff
  • Provides administrative surge support to contracts and projects, including startups and closeouts
  • Shares corporate information proactively and responsibly including forwarding announcements and reminders to country programs staff
  • Serves as a resource for divisional staff by checking in periodically and elevating issues or concerns to the Operations Manager or Director as needed and offers solutions as applicable
  • Participates on proposal teams in specific line roles, including, but not limited to, past performance reviews (PPRs), corporate capabilities, resume formatting, expatriate and local recruitment, coordinator, section writer, cost volume, and subcontractor liaison
  • Contributes to technical practice(s) as appropriate
  • Supervises temporary and/or administrative staff when appropriate for periods between three and six months in length
  • Serves as acting Operations Manager when necessary
  • Performs other duties as required

Qualifications

  • Bachelor’s degree or equivalent work experience
  • Minimum one year of work experience in a professional office work environment
  • Experience providing support to business leadership or executive level staff preferred
  • Recruitment and/or budgeting 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 handle routine administrative tasks and operational issues. 
  • 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
  • Excellent customer service and interpersonal skills
  • 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
  • Previous experience working in international development and/or living or conducting volunteer work in developing countries preferred
  • Willingness to travel and work abroad in less developed countries for at least 4 to 8 weeks per year
  • Demonstrated leadership, versatility, and integrity
  • English fluency required; proficiency in secondary language preferred

Application instructions

Please be sure to indicate that you saw this position on Globaljobs.org

follow us on Twitter