Traveling Field Operations Associate

2 weeks ago

Washington DC, United States ACDIVOCA Full time

ACDI/VOCA is a nonprofit international development organization that designs and delivers technical and management solutions in agriculture, economic growth, and resilience to promote economic prosperity and social inclusion. Beyond our competitive compensation, full array of insurances, generous 401(k) plan, parental leave, commuter subsidy, career development, we also offer a vibrant, friendly, diverse, inclusive, passionate, and inspiring work environment.
The Project Associate (PA) is responsible for providing administrative support to ACDI/VOCA projects, new business proposals, and technical initiatives. Bachelors degree required .
Minimum 1 year of relevant work experience required .
Fluency in English required. Professional proficiency in French required .
Ability and willingness to travel internationally required ; may be required to be fully vaccinated against Covid 19 based on country requirements.
The base salary for this entry level role is $50,000 annually, plus benefits . with a requirement for 2-3 days of in-office work .

PROJECT MANAGEMENT SUPPORT
Project Operations
Edit and format scopes of work for consultants and volunteers, search consultant databases and screen CVs.
Make travel arrangements and process visa requests.
Submit requests to issue Letters of Assignment, support field staff mobilization and repatriation.
Circulate office leases, agreements, and other documentation for signatures according to the Delegation of Authority.
Coordinate timely mail and package delivery to field offices.
Provide support in editing and formatting of reports and documents.
Project Financial Management
Submit field monthly financial requests/advances for approvals.
Assists program staff with updating budget/invoice trackers.
Process vendor and subcontractor invoices.
Procurement, Grants and Contracts
Assist with the procurement of goods and services, subcontract, and grant management. Under guidance, review and circulate procurement documents from the field for completeness and accuracy.
Assist with entering financial information into financial and reporting systems.
Edit and format project reports and deliverables.
Assist with updating project profiles.

Assist with reference and background checks of volunteers, saving documentation in volunteer files in SharePoint via MS Teams.
Review and update country per diem rates as needed, in collaboration with the Director of the Volunteer Program.
Work with PVS International to ensure visas are processed before volunteer travel and provide guidance to volunteers on the application process.
Create and manage volunteer profiles in Concur once the volunteer has been selected for travel; manage travel itineraries with the ACDI/VOCA approved travel agency.
Ensure travel itineraries adhere to the Fly America Act and create a memo for any exceptions to save to the volunteer file, as needed.
Research associations, universities, and other organizations and events for recruitment outreach.
Assist in updating Volunteer Program Documents, as needed.
Assist with maintaining and updating Volunteer Program databases, including Activity Info and iCIMS.
Assist with proposal support by providing volunteer data, as needed.
Assist with research, collecting documents, formatting CVs, populating partnering agreement templates and other tasks, as assigned.
Draft corporate capabilities and past performance references.
Enter budget and other information into relevant databases.
Facilitate collaboration within the Project Operations team, between HQ and field staff, internal departments, and external partners.
Provide consistent and clear guidance to staff and clients.
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.

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.
While 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.
Bachelors degree required.
Minimum 1 year of relevant work experience required.
Proven organizational skills and ability to manage multiple tasks with a high degree of accuracy, take initiative, meet deadlines, and be flexible.
Fluency in English required. Professional proficiency in French required.
Ability and willingness to travel internationally required; may be required to be fully vaccinated against Covid 19 based on country requirements.
Must be available during core business hours and/or operating hours for international time differences; Flexibility to work in office based on work demands.

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