Project Specialist

The Project Specialist I (PS I) is responsible for providing primary support to Tanager projects, new business proposals, and technical/subject matter initiatives. The PS I demonstrates proficiency in Tanager and ACDI/VOCA Group’s systems and procedures, understands donor regulations, and performs tasks with autonomy and good judgement. The PS provides day-to-day guidance and serves as coach to junior staff. The candidate must be a creative self-starter who can work collaboratively in a flat organizational structure with colleagues across multiple continents. The PM I seeks cross-organizational collaboration, alignment, and synergies with systems and services of the AV Group.

Responsibilities

I. PROJECT MANAGEMENT SUPPORT

Project Operations

• Assist with personnel recruitment and hiring.
• Develop and format scopes of work for consultants and volunteers, search consultant databases and screen CVs.
• Process requests for field personnel hiring, support field staff mobilization and repatriation.
• Make travel arrangements.
• Review and process expense reports.
• Update the volunteer tracking system, if applicable.
• Assist HR in the creation and updating of country employee manuals, as requested.
• Collect approval signatures necessary for authentication, notary, power of attorney, etc.
• Provide project start-up and closeout support, draft start-up and closeout plans and trackers under guidance.
• Collaborate with other departments and timely respond to requests for information.
• Maintain the project’s SharePoint sites and document libraries.
• Other duties as assigned.

Project Financial Management

• Develop and maintain the project’s budget tracker.
• Assist Associate Managers with preparation of budget projections.
• Assist the Associate Managers with financial information gathering and reporting, including budget performance, burn rates, obligations, cost share, etc.
• Process monthly advance requests and financial reports, review for accuracy, completeness, and compliance with contractual and programmatic requirements.
• Process and review payment requests for accuracy, completeness, and compliance.
• Track subcontractor invoices, payments, obligations, and other financial information.

Procurement, Subawards and Grants

• Support the procurement of goods and services, subcontract, and grant management.
• Prepare and review all pertinent documents for completeness and accuracy, ensure that the documentation is in compliance with the organizational policies and procedures, award document and donor regulations.
• Draft approval requests to the donor under guidance from the Associate Managers and/or Country Representatives.
• Maintain the project approvals tracker.

Work Plan, Reporting and Technical Deliverables

• Work with the Associate Managers and the field team to ensure the project’s compliance with deliverable requirements and schedules.
• Edit project monthly, quarterly, and annual reports and other deliverables.
• Contribute to the development of communications products and success stories.
• Update project profiles and contribute content to Tanager’s information sharing platforms.

II. NEW BUSINESS DEVELOPMENT SUPPORT

Organizational Strategy and Organizational Development

• Assist with pre-positioning and reconnaissance efforts, including research of technical and financial information; participate in reconnaissance trips as appropriate.
• Assist with reconnaissance trip logistics.
• Serve as proposal coordinator, pricer, or in other proposal roles.
• Draft resumes and proposal sections, such as corporate capabilities, management, personnel, and past performance.
• Under guidance, draft or/and contribute to Expressions of Interest, Concept Papers, and other technical sections.

III. TECHNICAL/SUBJECT MATTER SUPPORT

• Contribute to technical/subject matter initiatives including research, tool developments, or short-term assignments.
• Participate in technical/subject matter task forces, working groups or communities of practice.
• Under guidance, provide support to the project’s implementation of the gender strategy, M&E plan, and environmental compliance strategy.

IV. TEAMWORK AND LEADERSHIP

• Provide guidance and coaching to junior staff on day-to-day project support tasks and functions.
• Facilitate meetings and group discussions.
• Facilitate collaboration between HQ and field staff, internal departments, and external partners.
• Provide consistent and clear guidance and policy updates to field teams.
• Provide surge coverage for other Project Coordinators and Project Assistants during absences or in times of excessive demands.
• 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.