Program Associate

About Us

International Business & Technical Consultants, Inc. (IBTCI), a U.S. based international development consulting company established in 1987, has worked in over 100 countries and implemented over 300 projects. IBTCI serves government agencies, private sector companies, and several donor agencies. IBTCI specializes in institutional support and monitoring, evaluation, research, and learning (MERL) across many areas and sectors including, but not limited to, conflict and crisis, democracy and governance, economic growth, education, environment, and global health.

Job Title: Program Associate

Department/Location: Institutional Support Program Implementation (ISPI)

Reports To: ISPI Principal

Type: Regular Full-Time

Classification: Non-Exempt

Overview: IBTCI is currently seeking a Program Associate for our ISPI practice. The Program Associate will support and coordinate financial, recruitment, onboarding, administrative, and logistics for ISPI projects. The incumbent will also support ISPI growth strategy research and business development efforts. This position is based in IBTCI’s home office located in Vienna, VA (currently in Hybrid mode, going to office twice a week).

Responsibilities

Essential Duties/Tasks and Responsibilities:

The Program Associate assumes primary responsibility for the following tasks and activities:

Project Support and Coordination

• Support long- and short-term assignment planning in coordination with and direction from the ISPI Project Manager for Research and Institutional Support Services Activity (RISSA), Latin America & the Caribbean Bureau for Institutional Support Contract (LAC BISC), Global Health Training, Advisory, and Support Contract (GHTASC), and/or any new institutional support contracts as needed.
• Participate in the assignment planning process, which includes refining scopes of work and cost estimates, developing implementation timelines, etc. in coordination with the ISPI Project Manager.
• Review CVs of qualified and available long- and short-term candidates identified through Talent Acquisition for open contract personnel positions, rank top candidates, and participate in interviews of potential contract staff and consultants.
• Coordinate preparation of employment and consulting agreements and modifications.
• Support onboarding and orientation of long- and short-term contract personnel.
• Liaise with other IBTCI departments, such as talent acquisition, to respond to contract personnel and assignment requests.
• Update all the ISPI project trackers to ensure timely and high quality support and tracking of all tasks and contract personnel.
• Maintain regular communication with contract personnel to ensure that IBTCI staff and consultants receive the support needed to excel in their work.
• Secure United States Agency for International Development (USAID) approval through prime contractor on IBTCI employee and consultant travel.
• Track expenditures and carefully monitor overall award level budgets in coordination with the ISPI Project Manager.
• In collaboration with the Project Manager and Accounting Department, support internal project financial reporting and systems.
• Support the ISPI Principal and Project Manager in the following:
  • Review monthly costs (invoices, etc.).
  • Assist in the development of cost projections.
  • Prepare Short-Term Technical Assistance (STTA) assignment budgets and track assignment burn rate.
• Monitor and track STTA assignment progress.
• Support timely and orderly assignment-related closeout.
• Ensure completion of consultant performance survey forms.

Business Development

• Search consultant databases to shortlist consultants and staff; maintain recruitment pipelines for anticipated IBTCI positions.
• Conduct research to contribute to capture plans on opportunities in the ISPI pipeline; update the pipeline on a regular basis with guidance from the ISPI Principal.
• Research potential teaming partners.

Qualifications

Minimum Requirements:

• At least one year of relevant work experience supporting USAID contracts, business development, or other relevant international development experience.
• Flexibility and close attention to detail required.
• Mastery of word processing, spreadsheets, database use, and presentation software (Microsoft Office) required.
• Experience using the internet for research required.
• Oral and written fluency in English required.

Education: Bachelor’s degree in international affairs, business administration, or related field required.

Preferred Knowledge, Skills and Abilities:

• Project support or coordination experience, ideally of USAID contracts.
• Outstanding oral and written communication skills.
• Well-organized, attention to detail, and able to handle multiple tasks simultaneously.
• Demonstrated ability to problem-solve complex issues using strong analytical skills and proactively anticipate work requirements.
• Works well with minimal supervision.
• Oral and written fluency in a foreign language preferred.

Working Environment: Work is typically performed in an office environment. Currently the company is allowing for hybrid work in the District of Columbia, Maryland and Virginia (DMV) area. This can be updated by the company.

Physical Requirements: This is largely a sedentary position that requires the ability to speak, hear, see, and lift small objects up to 20 lbs.

Supervisory Responsibility: This position does not have supervisory responsibilities.

Travel: International travel may be required and may include travel to fragile and/or conflict-prone zones.

Work Authorization: Candidate must be authorized to work in the U.S.

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

About the Organization:

IBTCI has been in business since 1987. We specialize in Monitoring, Evaluation, Research & Learning (MERL), Institutional Support (IS), Financial & Risk Management (FRM), Supply Chain Management & Procurement (SCMP); Social & Behavior Change (SBC) and Capacity Building. We provide these services across many sectors including, but not limited to, agriculture, resilience & food security, conflict & crisis, democracy & governance, economic growth & trade, education & human capacity development, energy & infrastructure, environment & climate change, global health & WASH and humanitarian and disaster assistance. At IBTCI, our colleagues are encouraged to collaborate and be part of the solution while getting the tools and guidance needed to grow and support our clients’ missions.

IBTCI is committed to a policy of equal employment opportunity for all persons without regard to race, color, religion, sex, gender identification, age, marital status, disability, sexual orientation, national origin, disabled veteran or Vietnam-era veteran, or any other classification protected by applicable anti-discrimination laws. We prohibit and do not tolerate any form of discrimination or harassment. VEVRAA Federal Contractor.

If you are an applicant with a disability that requires a reasonable accommodation to complete any part of the application process or are limited in the ability, or unable to use the online application system and need an alternative method for applying, you may contact the Talent Acquisition team at [email protected] (Do not send your resume to this account, for consideration please apply in our career page, https://careers.ibtci.com/jobs).