Operations Manager for USAID Project (Remote, US-Based)

Tetra Tech International Development (www.tetratech.com/intdev) is accepting applications from qualified candidates for an Operations Manager on a donor funded project that provides technical and operational support to a federal advisory board. This three-year position is preferably based in Washington, DC metro area with hybrid remote work, with consideration of remote, US-based locations.

Position Summary: The Operations Manager will support the Project Team Leader (or equivalent) with all administrative and logistical aspects of this complex and fast-moving project to ensure successful delivery of the contract.

Responsibilities:

* Oversees procurement processes, prepare and manage consulting agreements, purchase orders, and subcontracts, in close coordination with Tetra Tech’s in-house experts. Activities include drafting, recruiting, onboarding, invoicing, and level of effort monitoring and management for consultants, vendors, and subcontractors, ensuring all are in accordance with USAID and Tetra Tech policies.

* Maintain and monitor project activity budgets and costing tools, providing the Team Leader with real-time information on budget expenditures and projections to inform decision-making and cost control.

* Coordinate Meeting Planning: Coordinate planning and facilitation of internal, administrative and high-profile public meetings. Support will include scheduling, meeting location arrangements (virtual or in-person), organizing participant briefing materials ahead of meetings, serving as host in the meeting platform, and assisting participants to troubleshoot connectivity issues. Post-event, the Operations Manager will ensure c meeting minutes and recordings are organized along with all other meeting materials.

* Lead Event Planning, Implementation, and Follow Up: Lead all aspects of logistical planning, vendor onboarding and oversight, and speaker coordination for project-related events. This includes managing the work of the technical support vendors, caterers, and others associated with event planning, support, and post-event tasks. Ensure post-event tasks are completed fully and in a timely manner. Prepares meeting minutes and reviewing meeting recordings prior to public posting.

* File management: Maintain project files in Google Drive. Following events, meetings, or other major initiatives, organize all materials in folders, ensuring consistent file naming structures. Maintain the Knowledge Management Standard Operating Procedure, updating as needed.

* Assist project related users with basic questions or trouble shooting around the use of the Google Suite, including project related recordkeeping.

* Support the Team Leader to develop and monitor work plan activities, anticipate problems that could impact timely execution, and ensure tasks and deliverables are on time. Oversee multiple aspects of project reporting.

Qualifications:

* Bachelor’s degree in relevant field required, master’s preferred.

* Minimum of 5 years of experience with successful track record of supporting donor-funded projects, preferably on USAID activities. However, other relevant experiences of managing complex tasks and multiple works streams will be considered.

* Possess skills and knowledge of project operational functions, including financial and budget management, procurement, human resources, administration, and compliance with USAID rules and regulations.

* Strong knowledge of Google suite products. Ability to establish and maintain file systems, organize calendar invites, and support other project users to access and utilize.

* Experience supporting travel logistics, including supporting pre-travel requirements, travel booking, and travel reimbursement and reconciliation processes

* Experience planning all aspects of events, from working with vendors, preparing the participant list and reviewing data, and promoting the event through strategic communications inputs.

* Experience preparing consultant agreements, including facilitating negotiating and contracting consultants as well as their invoice payment and expense reimbursement.

* Experience managing consultants, vendors and other subcontractors

* Excellent communication skills both written and oral, English fluency required.

* U.S. work authorization required.