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Project Operations Manager

4 months ago

Arlington, United States Tetra Tech Full time

Tetra Tech is powering a just energy transition for all. We are Leading with Science® to advance the clean energy projects and policies the world needs to achieve climate and decarbonization goals. We help create sustainable utilities and modern power grids. We promote equality and inclusivity in the global energy sector. We work with governments, policy planners, investors, power project developers, and international development agencies to increase energy access, strengthen energy security, and power economies.

As Project Operations Manager you will have the chance to serve as home office project manager on a variety of large and complex projects, coordinating operation, administrative, and financial items supporting Chief of Party (COP), Project Directors, Sr. Technical Advisors and Global Field offices.

This Project Operations Manager will support the recently awarded USAID Securing Power, Advancing Resilience & Connectivity Activity (SPARC), which will provide strategic technical and procurement assistance to the Government of Ukraine (GOU), focusing on enhancing the resilience, reliability, affordability, and security of the electricity, natural gas, and district heating sectors. This includes addressing the challenges posed by the current war, as well as preparing for future post-war reconstruction in Ukraine.

**Position responsibilities**
- Support global projects with various operational, programmatic, and financial matters
- Support the project’s implementation needs, troubleshoot bottlenecks and elevate issues to senior management.
- Support and collaborate with other teams on the project start-up and close-out (such as coordinating the office lease process, procuring office equipment and furniture, setting up/closing field bank accounts, and recruiting employees), the mobilization and demobilization of project expatriate staff, drafting of relevant project operations manuals and guidance documents, and annual performance assessment processes at the project level.
- Maintain the project’s budget, financial trackers; prepare financial reports, accruals, and forecasts; review accounts payable vouchers, subcontractor, consultant and client invoices and monitor invoices/budgets against contracts/subcontracts to mitigate cost overruns.
- Support the procurement of goods and services by conducting market research and competitor analysis, drafting solicitation documents, evaluating memos, contract requisition forms, and consent to subcontract requests.
- Coordinate with the contracts representative to ensure project compliance, coordinate with clients, subcontractors, and vendors regarding project budgets, travel, scopes of work, and operational matters and coordinate recruiting and onboarding of short-term consultants and project employees.
- Lead project meetings including preparing agendas, taking, and distributing meeting minutes, and following up on action items and maintain trackers for approvals, travel, deliverables and project status meeting items.
- Maintain the electronic project shared folder deliverables, documents, reports, photos and other information and upload to the client portals as required.
- Approve travel and coordinate logístical arrangements for workshops, conferences, and/or study tours.
- Continuously identify ways to streamline the operating unit’s approach to project implementation with the development of policies, processes, and checklists.
- Evaluating project implementation needs and risks, developing and executing solutions, and elevating issues to senior management.
- Other duties as assigned.

**Minimum qualifications**
- Bachelor’s degree in international development/studies, business administration or another related field
- 8 years of relevant project management and/or operations experience on USAID, MCC, and other multi-lateral donor projects
- Knowledge of the USAID rules and regulations for travel, allowances, and procurement
- Excellent negotiating and budgeting skills and familiarity with USAID cost plus fixed fee budgets
- Able to communicate complex information and deliver verbal and written messages effectively.
- Strong organizational, teamwork and problem-solving skills
- Proven ability to handle multiple tasks in a fast-paced, deadline-oriented environment, while providing strong attention to detail
- Advanced Microsoft Excel, Microsoft Word, and Microsoft PowerPoint
- Able to travel (international field sites), as needed.

**Valued qualifications**
- Master’s degree in relevant field of study
- Experience managing multi-year, multi-million, $100 million or more single award USAID CPFF contracts.
- Previous relevant USAID, MCC or other donor field operations experience
- Professional fluency in foreign languages (Ukrainian, Russian, French or Spanish)

**Line management responsibility**
- Project Operations Associate or Sr. Associate (if applicable)

**Physical demands & work environment**
- Office setting
- International travel may be requ