Overview
Since 1963 and in 148 countries, ACDI/VOCA has empowered people in developing and transitional nations to succeed in the global economy. Based in Washington, D.C., ACDI/VOCA is a nonprofit international development organization that designs and delivers technical and management solutions in agriculture, economic growth, and resilience to promote economic prosperity and social inclusion. Beyond our competitive compensation, full array of insurances, generous 401(k) plan, parental leave, commuter subsidy, career development, we also offer a vibrant, friendly, diverse, inclusive, passionate, and inspiring work environment.
The Project Associate (PA) is responsible for providing administrative support to ACDI/VOCA projects, new business proposals, and technical initiatives. PA demonstrates basic proficiency in ACDI/VOCA systems and procedures, understands basic donor requirements, and performs multiple tasks with high degree of accuracy, timeliness, and good judgement.
- Bachelor’s degree required.
- Minimum 1 year of relevant work experience required.
- Fluency in English required. Professional proficiency in French required.
- Ability and willingness to travel internationally required; may be required to be fully vaccinated against Covid 19 based on country requirements.
This role is a hybrid position based in Washington, D.C., with a requirement for 2-3 days of in-office work.
Responsibilities
I. PROJECT MANAGEMENT SUPPORT
Project Operations
- Edit and format scopes of work for consultants and volunteers, search consultant databases and screen CVs.
- Make travel arrangements and process visa requests.
- Review and process expense reports.
- Collect approval signatures for authentication, notary, power of attorney and other forms.
- Submit requests to issue Letters of Assignment, support field staff mobilization and repatriation.
- Update the volunteer tracking system, if applicable.
- Circulate office leases, agreements, and other documentation for signatures according to the Delegation of Authority.
- Assist in logistical organization of meetings, working groups and workshops; prepare agendas and take minutes.
- Coordinate timely mail and package delivery to field offices.
- Provide support in editing and formatting of reports and documents.
- Follow up on internal processes, bringing issues to closure.
Project Financial Management
- Submit field monthly financial requests/advances for approvals.
- Assists program staff with updating budget/invoice trackers.
- Process vendor and subcontractor invoices.
Procurement, Grants and Contracts
- Assist with the procurement of goods and services, subcontract, and grant management. Under guidance, review and circulate procurement documents from the field for completeness and accuracy.
- Prepare and circulate HQ procurements for goods and services.
Work Plan, Reporting and Technical Deliverables
- Assist with entering financial information into financial and reporting systems.
- Edit and format project reports and deliverables.
- Contribute to the development of communications products and success stories.
- Assist with updating project profiles.
II. VOLUNTEER PROGRAM SUPPORT
- Assist with reference and background checks of volunteers, saving documentation in volunteer files in SharePoint via MS Teams.
- Ensure volunteer assignment paperwork is collected from volunteers in a timely fashion.
- Review and update country per diem rates as needed, in collaboration with the Director of the Volunteer Program.
- Work with PVS International to ensure visas are processed before volunteer travel and provide guidance to volunteers on the application process.
- Create and manage volunteer profiles in Concur once the volunteer has been selected for travel; manage travel itineraries with the ACDI/VOCA approved travel agency.
- Ensure travel itineraries adhere to the Fly America Act and create a memo for any exceptions to save to the volunteer file, as needed.
- Research associations, universities, and other organizations and events for recruitment outreach.
- Assist in updating Volunteer Program Documents, as needed.
- Assist with maintaining and updating Volunteer Program databases, including Activity Info and iCIMS.
- Assist with recruitment event activities and promoting the Volunteer Program, as needed.
- Assist with proposal support by providing volunteer data, as needed.
- Coordinate with the Volunteer Recruiter to create volunteer awards of recognition to mail to active volunteers annually.
- Participate in Volunteer Program events and educational activities to promote the program.
- Back-up the Volunteer Recruiter with recruitment, as needed.
III. NEW BUSINESS DEVELOPMENT SUPPORT
- Under guidance, serve as proposal coordinator or in another proposal role, as appropriate.
- Assist with research, collecting documents, formatting CVs, populating partnering agreement templates and other tasks, as assigned.
- Draft corporate capabilities and past performance references.
- Enter budget and other information into relevant databases.
- Assist with reconnaissance trip logistics.
IV. TEAMWORK AND LEADERSHIP
- Facilitate collaboration within the Project Operations team, between HQ and field staff, internal departments, and external partners.
- Focus on results and respond positively to feedback.
- Consistently approach work with energy and with a positive and constructive attitude.
- Provide consistent and clear guidance to staff and clients.
- Provide surge coverage for other PAs during absences or in times of excessive demand.
- 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.
V. ADDITIONAL DUTIES
- 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.
- Host or attend meetings in person as needed, when required.
- Other duties as assigned.
Qualifications
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. While the requirements listed below are representative of the knowledge, skills, and/or ability required, reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- Bachelor’s degree required.
- Minimum 1 year of relevant work experience required.
- Knowledge of USAID/USDA preferred.
- Experience living in a developing country preferred.
- Excellent verbal and written communication skills required.
- Proven ability to work successfully as part of a team, as well as independently required.
- Proven organizational skills and ability to manage multiple tasks with a high degree of accuracy, take initiative, meet deadlines, and be flexible.
- Fluency in English required. Professional proficiency in French required.
- Excellent verbal and written communication skills required.
- Ability and willingness to travel internationally required; may be required to be fully vaccinated against Covid 19 based on country requirements.
- Must be available during core business hours and/or operating hours for international time differences; flexibility to work more hours when needed.
- Flexibility to work in office based on work demands.
- Must adhere to our company’s Health Safety Code of Conduct and demonstrate the organization’s commitment to sustaining a healthy and safe work environment.