Associate Manager

The Associate Manager II (AM II) is responsible for providing primary support to Tanager projects, new business proposals, and technical/subject matter initiatives. The AM II demonstrates in-depth proficiency in Tanager and ACDI/VOCA Group systems tools and best practices, understands and interprets donor regulations, and is considered an expert on all aspects of project and proposal support. The AM II performs project implementation functions with minimal supervision, seeks ways to improve internal systems and processes, and demonstrates ability to think critically, anticipate challenges, and plan, synchronize, and execute complex tasks, and proactively suggests solutions to managers. The AM II is responsible for providing management or guidance within the project operations function and serves as a coach to operations staff at HQ and in the field. The candidate must be a creative self-starter who can work collaboratively in a flat organizational structure with colleagues across multiple continents. The AM II seeks cross-organizational collaboration, alignment, and synergies with systems and services of the AV Group.

Responsibilities

I. PROJECT MANAGEMENT SUPPORT

Project Operations

• Develop scopes of work for consultants and volunteers, screen CVs, and make hiring recommendations to Senior Directors and the President.
• Process requests for field personnel hiring, guide field staff mobilization and repatriation.
• Assist HR in the creation and updating of country employee manuals.
• Collect approval signatures per the Delegation of Authority.
• Ensure that projects maintain property inventory, conduct physical inventory in the field.
• Lead HQ project start-up and closeout activities, develop start-up and closeout plans and trackers, conduct field assignments, and lead presentations to management.
• Manage the project SharePoint sites and document libraries.
• Develop and maintain project trackers (approvals, travel, etc.).
• Continuously evaluate internal systems, tools and procedures, propose solutions to bottlenecks and inefficiencies, and identify and replicate best practices and lessons learned.
• Other duties as assigned.

Project Financial Management

• Develop budget projections and generate reports on budget performance, burn rates, obligations, cost share, etc.
• Update monthly project actuals and projections, request and interpret financial information from the field team.
• Process payment requests and financial reports, review for accuracy, completeness, and compliance with contractual and programmatic requirements.
• Review monthly expenditures for accuracy, analyze variances and bring up questions or recommendations to Senior Directors and the President.
• Prepare Quarterly Accruals reports.
• Review other periodic project specific financial reports for accuracy, ensure timely submission to the client.
• Contribute to monthly budget discussions and quarterly financial review, elevate concerns, and suggest solutions, take notes, and share with participants.
• Prepare budget realignments.
• Identify risk management concerns and propose solutions to the Senior Director and Country Representative.
• Provide higher level analysis of the project financial health.
• Maintain billability according to the departmental targets.

Procurement, Subawards and Grants

• Guide procurement of goods and services, subaward and grant management.
• Prepare and review back-up documentation for completeness and accuracy, ensure that the documentation is in compliance with the organizational policies and procedures, award document and donor regulations.
• Track subrecipients’ invoices, payments, obligations, and other financial information; analyze variances and provide recommendations to the the Senior Director and Country Representative.
• Research compliance issues and propose solutions to the Senior Director and Country Representative.
• Draft donor correspondence.
• Develop and maintain collaborative relationships with internal and external partners.

Work Plan, Reporting and Technical Deliverables

• In collaboration with the Senior Director and Country Representative, ensure compliance with the work plan. Develop and edit monthly, quarterly, and annual reports, work plans, M&E reports, and other deliverables.
• Project’s deliverable requirements and schedules.
• Develop communications products and success stories.
• Update project profiles and contribute to Tanager knowledge management platforms.
• Participate in strategic planning events and workshops, facilitate sessions as appropriate.

II. NEW BUSINESS DEVELOPMENT SUPPORT

• Conduct positioning and capture work.
• Conduct capture trips.
• Serve as Proposal Coordinator, Business Development Coordinator, or in other roles.
• Prepare resumes and proposal sections, such as corporate capabilities, management, personnel, and past performance.
• Contribute to expressions of interest and concept papers.
• Participate in proposal design discussions and brainstorming sessions.
• Draft result frameworks/theory of change and contribute to technical proposal writing.
• Identify bottlenecks and inefficiencies in the proposal preparation process and suggest solutions to management.
• Promote Tanager to external audiences and potential partners.

III. TECHNICAL/SUBJECT MATTER SUPPORT

• Conduct technical/subject matter assignments, including research, tool developments, or short-term field assignments.
• Serve on technical/subject matter task forces, working groups, or communities of practice.
• In collaboration with the Senior Director and Country Representative, ensure the project’s compliance with the gender strategy, MERL plan and environmental compliance policy.
• Promote Tanager and ACDI/VOCA Group’s technical tools and corporate capabilities to external audiences.

IV. TEAMWORK AND LEADERSHIP

• Serve as a coach and mentor to Project Operations staff on all aspects of project, proposal, and technical support.
• Lead meetings and group discussions, share lessons learned, conduct Brown Bag presentations, deliver training on topics of expertise.
• Identify project needs and priorities, and delegate tasks to Project Specialists / Project Assistants.
• Actively contribute to work planning and team-building activities.
• Promote effective collaboration between HQ, field staff, and external partners.
• Provide consistent and clear guidance and policy updates to field teams.
• Provide surge coverage for Senior Director and Country Representative and Project Operations staff.
• Promote a constructive and positive team atmosphere.
• Continuously evaluate systems and procedures and provide feedback and solutions.
• Support knowledge management initiatives and work in conjunction with project management and support departments to develop or facilitate training.
• Actively pursue learning and professional development opportunities.
• Represent Tanager at external events.
• 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.
• Other duties as assigned.