Project Coordinator

Position Description

EnCompass LLC is seeking a Project Coordinator to provide administrative support for various programs conducted in Washington, DC, the greater United States, and internationally. We are looking for someone who is highly organized, detail-oriented, proactive, and can coordinate multiple projects simultaneously, and is interested in education, capacity strengthening approaches and programs in the international development arena, including the technical areas of training, learning and facilitation.

The position is based at EnCompass Silver Spring, MD headquarters. The Project Coordinator will be expected to work from client sites, domestic and international, as needed.

This is a full-time position located at the EnCompass principal office in Silver Spring, Maryland, and follows the EnCompass flexible hybrid work model with split time between telework and the office. This individual may also be expected to work from client sites, domestic and international, as needed.

Candidates residing in the DC metro area will be given first consideration. Remote applicants might be considered, but only if candidate resides in a state where EnCompass is currently registered.

For US-based positions: Must be legally authorized to work in the US for any employer without sponsorship for a work visa or permit.

Position Duties and Responsibilities

Essential functions:

• As a member of the Project Operations and Management team and the company-wide Operations Team:

• Serves as a point of contact for all operations tasks on the assigned team

• Ensure the assigned team and its headquarters-based and in-country projects properly follow all company and team administrative procedures

• Supports project activities and strategic company initiatives, including project startup, ongoing project operations and management, project close-out, and executing large- scale multi-sectoral events

• For in-country projects: Backstops operations-related field team tasks and ensures field team access to relevant documents relevant for their operational tasks

Quality Assurance Management

• Supports project leads to develop, maintain, and update work planning and tracking systems to ensure that tasks and deliverables proceed on time

• Supports project leads with partner/consortia communications and coordination, including documentation of important client and partner meetings

• Supports timely, quality project deliverables production and submission: tracking deliverables, coordinating technical inputs, editing translations, and graphic design to ensure the quality of project deliverables

• Schedules and supports project leads in preparation of materials of period Project Reviews

Financial Management

• Supports project leads with budget tracking and projections and review of monthly invoices to ensure projects remain within budget

• Schedules and facilitates monthly project finance review, prepares activity report for client invoices and calculates burn rates

• Reviews monthly invoices for accuracy and completeness, manages financial awards and subawards (financial projections, invoices, and reports), ensures timely approval of monthly invoices

• For in-country projects: reviews and submits monthly field financial reports, field staff invoices, and field monthly payroll wires, and prepares reports on foreign tax payments and process foreign tax reports

• Monitors LOE for home office staff and STTA, reviews monthly invoices and sends PPRs to respective PM/TL for approval

• Leads coordination of more complex procurements, including vendors for translation and similar services, analyses procurement quotes with PM, and drafts procurement justifications

Talent Management

• Manages consultant processes: onboards independent consultants; manages the consultant agreement and invoicing processes (review consultant invoices, field expense reports, and travel expenses for completeness and accuracy, and ensure timely approvals are obtained); ensures consultant documentation is accurate and up-to-date, including consultant tracker

• Supports in-country project offices in payroll functions (reviews and approvals from local HR and other programs)

• Supports project recruitment by drafting draft job descriptions, screens potential candidates for administrative positi