COMPANY PROFILE
International Business & Technical Consultants, Inc. (IBTCI), a U.S. based international development consulting company established in 1987, has worked in over one hundred countries and has implemented over two hundred projects. IBTCI has served governments, private sector companies and several donor agencies in the practice area of Monitoring & Evaluation (M&E) across many sectors including education, health, economic growth and democracy & governance. The company is seeking a Program Associate to work in our Vienna, VA Home Office.
Scope of Work
The IBTCI Program Associate works collaboratively with IBTCI Home Office and project field staff to provide administrative, logistical, and business development support. S/he will report to a Practice Director and works closely with all other Practice staff. S/he ensures the necessary planning, development, and management activities function smoothly and efficiently by identifying and prioritizing needs and communicating them to others.
Duties and Responsibilities
Responsibilities will vary based on Health Practice needs and the Program Associate’s interests and qualifications, duties will include the following types of activities:
Project/TO Management
· Draft requests for consulting agreements and country clearance.
· Assists with securing travel and hotel arrangements, MEDEX insurance, and visas for traveling consultants and staff. Maintains and complies with the Consultant Mobilization Checklist
· Manages tracking of consultant travel.
· Supports project Kick-off meetings which are HO-based and ensures implementation for in-country Team Planning Meetings (TPM) (e.g., logistics, venue, scheduling, invitation to USAID and implementing partners, etc.).
· Provides administrative support to staff and consultants throughout their assignments (review and process invoices and expense reports, obtain travel advances, assisting consultants in filling out paperwork, etc.).
· Create and maintain a Level of Effort tracker for active projects.
· In collaboration with accounting, track the Budget vs. Actuals for active projects.
· Facilitates administrative closeout and write up of project-related summaries which include lessons learned both positive and constructive for future management purposes.
· As needed, submits project reports to Development Experience Clearinghouse and manages a tracking spreadsheet for report submissions.
Business Development
· Conducts employment history verifications and reference checks.
· Assists with recruitment in drafting and listing ads online, monitor recruitment applications, and follow-up with candidates.
· Searches of consultant databases to short list consultants and staff; maintain recruitment matrices for specific positions.
· Assist in drafting of non-technical sections of proposals (e.g. past performance and personnel).
· As needed, submit final technical and cost proposals to relevant agencies.
· Create and maintain Proposal Checklists when working on a proposal.
· Conduct weekly research on potential procurements and tenders appropriate for the Health Practice
· Conduct background research on specific proposals which will inform the preparation of a technical approach.
Administrative Support
· Assist with the development and maintenance of the administrative trackers to ensure streamlined and efficient management of the Health Practice.
· Creates, maintains, and updates staff and consultant and project/assignment files.
· Photocopies, arranges courier delivery or pick up, arranges document printing.
· Monitors space, equipment, and other project resources; procures supplies as necessary.
· Provide copy-editing and formatting support for technical reports and project deliverables.
· Coordinates and supports meetings held in project space: reserves meeting rooms and consultant workspace arrange catering, manage set-up and cleanup of consultant workspace and meeting rooms, and assists with preparation and copying of agendas, meeting notes, and other materials.
· Schedules DC and internationally-based interviews, coordinates and sets up conference calls.
· Other administrative support as required.
Other Support
· Assist the Senior Program Associate to manage the tasks assigned to interns.
· In addition, as time permits, there may be opportunities for the Program Associate to step in for the Senior Program Associate and provide more hands on management of designated activities.
· Provide support to Executive Management, as required.
Qualifications
Education:
· Bachelor’s Degree required. Master’s Degree preferred.
Prior Work Experience:
· Experience and/or familiarity with international development preferred.
· Previous administrative experience, preferably with a USAID-funded project desired.
· Outstanding written and oral communication skills.
· Excellent interpersonal skills.
· Well-organized, attentive to detail, skilled in setting priorities and meeting deadlines, and able to handle multiple tasks simultaneously.
· Works well independently and in teams; pro-active in anticipating work requirements and problem solving.
· Mastery of word processing, spreadsheets, database use, and presentation software (Microsoft Office); and experience with using the internet for research purposes.
Language:
· Written and verbal fluency in English required; French language skill is highly desirable – ability to read, write and converse well in a professional setting.
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