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Operations Associate
4 months ago
Description
Who is USP?
The U.S. Pharmacopeial Convention (USP) is an independent scientific organization that collaborates with the world's top authorities in health and science to develop quality standards for medicines, dietary supplements, and food ingredients. USP's fundamental belief that Equity = Excellence manifests in our core value of Passion for Quality through our more than 1,300 hard-working professionals across twenty global locations to deliver the mission to strengthen the supply of safe, quality medicines and supplements worldwide.
At USP, we value inclusivity for all. We recognize the importance of building an organizational culture with meaningful opportunities for mentorship and professional growth. From the standards we create, the partnerships we build, and the conversations we foster, we affirm the value of Diversity, Equity, Inclusion, and Belonging in building a world where everyone can be confident of quality in health and healthcare.
USP is proud to be an equal employment opportunity employer (EEOE) and affirmative action employer. We are committed to creating an inclusive environment in all aspects of our workan environment where every employee feels fully empowered and valued irrespective of, but not limited to, race, ethnicity, physical and mental abilities, education, religion, gender identity, and expression, life experience, sexual orientation, country of origin, regional differences, work experience, and family status. We are committed to working with and providing reasonable accommodation to individuals with disabilities.
This position is Fixed Term -hybrid and requires 60% onsite per month
Brief Job Overview
The Operations Associate provides operational support to the PQM+ Grants and Contracts Manager. Working under the guidance of the PQM+ Grants and Contracts Manager, the Operations Associate serves as a key liaison with operational and program staff, both in Rockville and the field, to coordinate issues
related to both home office and field operations. This position works with the Grants and Contracts Manager to provide administrative support in managing and monitoring subawards and contracts for PQM+. Additionally, they coordinate the execution and follow-up of operational issues, which may include staffing, consultant tracking, travel, and other related areas. Furthermore, the Operations Associate may serve as a key field operations backstop to coordinate and follow up on field needs while promoting efficient field operations in alignment with the USP Minimum Operations Standards. They also assist in supervising the status of various requests and handle confidential information.
How will YOU create impact here at USP?
In this role at USP, you contribute to USP's public health mission of increasing equitable access to high quality, safe medicine and improving global health through public standards and related programs. In addition, as part of our commitment to our employees, Global, People, and Culture, in partnership with the Equity Office, regularly invests in the professional development of all people managers. This includes training in inclusive management styles and other competencies necessary to ensure engaged and productive work environments.
The Operations Associate has the following responsibilities :
Assist in Administration, maintenance, and management of the PQM+ subawards [30%]
Some of the key responsibilities but not limited to:
Assist in documentation of sub awards due diligence packet,
documentation of pre-award subaward package for prior approval,
processing subaward agreement through determine system,
assist in opening Purchase order for subaward in I procure,
draft modification/amendment for PQM+ Contracts and Grant managers review,
assist in monitoring the compliance of the subawards,
organization of regular meeting with sub awardees and maintain the minutes,
maintain the subawards invoice and obligation tracker, and
review and process sub-awardee invoices and financial reports and accruals.
Assist in closing out the subaward.
Processes procurement of services requests [30%]
Some of the key responsibilities but not limited to:
Assess procurement request documents for completion
Work with program staff to ensure compliance with donor rules and regulations,
Route Procurement requests for approval,
Draft contractual documents in close collaboration with Grants and Contracts Manager,
Open Purchase order,
Liaise and troubleshoot contracts issues with Grants and Contract manager,
Assist in monitoring and regularly reconcile CPA report
Assist in maintaining, management and documents for disposable approval of non-spendable property (NXP). [15%]
Maintains and identifies improvements in the electronic repository (filing system) for relevant program
and operational documentation, including donor approvals and inventory records; [5%]
Tracks and facilitates requests including due diligence approvals, procurement request approvals, and contractual documents; [5%]
Assists in maintaining funding profiles, cooperative modification tracker, assist in preparing Quarterly review meeting slides, processing At risk request and other as assigned [15%]
Who is USP Looking For?
The successful candidate will have a demonstrated understanding of our mission, commitment to excellence through inclusive and equitable behaviors and practices, ability to quickly build credibility with stakeholders, along with the following competencies and experience:
Bachelors degree or equivalent experience in relevant field.
Two (2) years experience in program operations; or an equivalent combination of education and experience.
Experience working in the field on a program or backstopping field operations and/recruiting functions from HQs.
Prior experience working on USAID projects a plus.
Additional Desired Preferences
Excellent interpersonal and organizational skills with attention to detail
Attention to detail.
Demonstrates effective time management and prioritization skills while working under strict deadlines in a fast-paced environment
Ability to work independently as well as part of a team
Excellent critical thinking and problem-solving skills
Excellent verbal and written communication skills and ability to work in a multi-cultural environment
Strong professionalism and accountability, while possessing a customer service mentality.
Ability to maintain a high level of accuracy and confidentiality
Proficiency using MS Office suit
Supervisory Responsibilities
None. This is an individual contributor role.
Benefits
USP provides the benefits to protect yourself and your family today and tomorrow. From company-paid time off, and comprehensive healthcare options to retirement savings, you can have peace of mind that your personal and financial well-being is protected.
COVID-19 Vaccination Policy (will apply to the selected candidate(s) hired):
As a condition of employment with the United States Pharmacopeial Convention's (USP) duty to provide and maintain a workplace free of known hazards, all employees and contingent staff hired after July 1st, 2021, must be fully vaccinated unless a reasonable accommodation is approved.
Your recruiter will advise accordingly.
Note: USP does not accept unsolicited resumes from 3rd party recruitment agencies and is not responsible for fees from recruiters or other agencies except under specific written agreement with USP
Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities
The contractor 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 the employer, or (c) consistent with the contractors legal duty to furnish information. 41 CFR c)
Job Category Administrative
Job Type Full-Time
