Program Associate

The Program Associate is a key player in the implementation of TMG projects. The position will perform a full range of project backstopping responsibilities, including financial, contractual, management, logistics, administrative, and technical support tasks for the assigned projects. The Program Associate will work collaboratively with colleagues, partners, consultants, field staff, and support units throughout TMG.

Responsibilities

PROGRAM MANAGEMENT:

• Provide support for ongoing international development projects worldwide, assisting in overall project implementation through project closeout.

• Conducts duties and responsibilities with full understanding of clients’ requirements and host country regulations and laws, as well as TMG policies and procedures to contract implementation.

• Provide direct day-to-day backstop support to field offices, including communicating and assisting with field-office requests and overseeing the field team’s adherence to contract requirements and government regulations.
• Conducts duties and responsibilities with full understanding of clients’ requirements and the relevant policies and regulations.
• Maintain essential contract/project records, as well as other detailed project files.
• Provide financial management support by reviewing monthly field operating expenses and other local project expenses to ensure accuracy and compliance with the contract budget provisions. Forward the reviewed expenses to Finance and Accounting (F&A) for entry into the TMG accounting records
• Monitoring monthly project costs by tracking contract expenditures against budget and total obligated funds. Ensure that other project team members and senior management are aware of the status of budget performance and driving factors.
• Support recruiting of personnel as required.
• Draft and monitor consultant and subcontractor contracts.
• Review and obtain approval for timesheets submitted by TMG field staff and consultants.
• Review billings to the project submitted by vendors, consultants, etc., including preparation and obtaining approval of Payment Request Documents.
• Prepare/compute travel reconciliations for staff and consultant travel. Forward the approved Payment Request Document (with attachments) to TMG F&A for disbursement to the vendor or consultant.
• Monitor and reconcile (monthly) all local bank accounts.
• Coordinate with the applicable TMG field offices to determine monthly fund requirements and prepare monthly fund transfers to these local accounts.
• Make all necessary/appropriate arrangements for the fielding of consultants and permanent/temporary staff supporting the project.

• Coordinates and provides logistical support for meetings and events.
• Support recruiting of personnel as required: Assist in creating and posting requisitions, screening CVs, developing interview questions, gathering reference and employee verification documents, tracking candidates

• Assist in procurement including and following-up on pending procurement requests, approvals and monitoring once approved, including processing payments.
• Ensure that all project technical deliverables are formatted with proper branding requirements established by the contract and properly archived in the home office filing system
• Prepare and email monthly invoices/vouchers to client.

• Support all meetings with agenda creation, minute collection, and follow ups

• Elevates contractual or client concerns to Project Manager.

TECHNICAL:

• Monitor project progress and contribute to the development of project technical  deliverables by providing written inputs, critical reviews, and thoughtful comments.
• Format project technical deliverables with the proper branding requirements established by the contract, upload to the DEC as appropriate and properly archive in the home office filing system.
• Conducts research into existing or new project opportunities.
• Facilitate the expansion of the company’s knowledge management system.

NEW BUSINESS DEVELOPMENT:

• As requested, play a role in new business initiatives, including conducting independent market research.
• Coordinate the production and submission of proposals, expressions of interest, and capabilities statements
• Support proposal compliance with solicitation requirements
• Assist in proposal development by creating schedules, timelines, formatting, etc.
• Provide key support including expatriate and local personnel recruitment, resume formatting, and managing communications with potential and selected subcontractors.
• Assist in pre-solicitation capture activities, including collecting preliminary documentation, participating in capture strategy meetings, conducting research, etc.
• Support other ad hoc new business activities as requested.

GENERAL:

• Demonstrate responsive customer service and maintain close working relationships with a variety of internal and external stakeholders or customers.
• Undertake any other duties which may from time to time be required.
  

Minimum Requirements:

• Bachelor’s degree with a minimum of two years of professional work experience is required.
• Previous project associate experience (operations, logistics, administrative support, budget management, preparing written deliverables, ensuring compliance, etc.) desirable.
• Experience in international development or international affairs is a plus. Prior experience with proposal development is a plus.
• Familiarity with USAID/ NIH projects is preferred.
• Proficiency with MS Excel, Word, and PowerPoint required. Ability and desire to learn corporate financial management software.
  

Preferred Requirements:

• Foreign languages skills (French and  Spanish)
• Country experience for project/s assigned
• Accounting experience