Sr. Operations Associate, Supply Chain Management

Chemonics seeks a Senior Operations Associate to join the Supply Chain Management Division (SCM). The senior operations associate facilitates the use of sound management principles and tools in the operations of the business unit (BU). In this capacity, the senior operations associate will assist in addressing needs related to the establishment and maintenance of corporate as well as internal operational support systems. The senior operations associate will assume increasing project management and project administration duties and will provide training and coaching to other staff as assigned.  The senior operations associate performs increasingly challenging operations assignments, applies technical knowledge appropriately in work activities, conducts short-term project assignments, and works on special projects as directed by supervisor. The senior operations associate supports proposals and new business development efforts within a specific BU and company-wide. This role requires on-site work in our Washington, DC office location as part of our hybrid, flexible work structure. We are looking for individuals who have a passion for making a difference in the lives of people around the world.

 

Responsibilities:

Business Unit support and continual improvement

• Assists in responding appropriately and quickly to requests for support; this includes, but is not limited to, liaising with other departments, projects, or BUs to resolve operational issues and ensure staff compliance with rules, regulations, and corporate policy
• Prepares/files personnel forms, purchase orders, travel authorizations, and other standard forms
• Saves relevant files to Operations SharePoint files
• Leads BU and project efforts for complete and comprehensive project and BU documentation by facilitating project document reviews and file audits as appropriate;
• Follows up on assignment deadlines generated and/managed by the BU leadership team and operations team for strategic initiatives and projects
• Organizes meetings and drafts agendas for team meetings, regional meetings and regional leadership; briefs and prepares background materials for leadership and operations team on pertinent issues
• Prepares correspondence for immediate supervisor and/or SVP for review and signature
• Tracks all staff travel, leave schedules, and contact numbers; prepares and distributes BU calendar of activities, deadlines, staff vacation and travel schedules, etc.
• Provides travel support for employees and consultants by gathering relevant travel information, reserving tickets, and seeking necessary travel authorizations and approvals; liaises with travelers to collect expense reports and required backup documentation
• Coordinates with office services and IT support on facility, equipment, and supply needs
• Supports in in the planning and coordination of regional events, trainings, and meetings
• May contribute dedicated time to other workstreams and functions to achieve BU goals, including new business, project management, and technical practice contributions

New Business Development

• Participates on proposal teams in specific line roles of increasing complexity, including, but not limited to, past performance writer, corporate capabilities writer, expatriate and/or local recruiter, section writer, cost preparer, coordinator, and subcontractor/subaward partner liaison

Financial management

• Contributes to financial management, including monthly expense monitoring, ensuring correct allocation of expenses, providing inputs into monthly budget forecasting, drafting cost estimates, and supporting ad hoc financial reporting

Talent management and development

• Supports the operations and project teams with talent management, recruitment, onboarding, and staff engagement
• Participates in internal and external training events to strengthen core competencies for operations and project management as applicable in line with donor regulations and Chemonics corporate standards

Project compliance and support

• Provides procurement support to BU projects as needed
• Supports in the contractual and financial management and closeout of projects whose period of performance has ended, including sending invoices and required backup documentation
• Assists with archiving and audits