Job Title/Grade: Associate Project Manager (Grade 7)
Department: Center for Secure and Stable States (CS3)
Reports to: Project Manager
Date: July 17, 2019
Function of the Position:
Provides home office technical, financial, contractual, and management oversight and has decision-making authority for one or more projects. Enables projects to achieve quality programming and development outcomes. Participates in new business and research initiatives within the Center for Secure and Stable States (CS3).
Roles and Responsibilities:
Manager and Staff Development Functions (25%)
Manages home office functions for one or more projects. Manages resources across these teams and encourages collaboration within CS3.
Makes timely decisions; escalates to appropriate decision-maker as needed; keeps the Project Team Director informed of key management or technical issues on the projects. Participates in management or technical STTAs. May serve as Acting COP or DCOP.
Executes authorities listed in SOA. Supervises, trains and coaches Project Associates and Assistants. Ensures COP receives DAI orientation and appropriate training.
Ensures Project Associates and Coordinators have the required training as per the Learning Plan, skills, and support to successfully carry out their SOWs. Encourages learning and knowledge sharing across USG and CS3. Conducts performance reviews and goal setting meetings for Associates and Coordinators.
New Business (20%)
Participates in research, pre-positioning and/or proposal management for at least two new business opportunities per year. Participates in Pink/Red/Lime/Green Team reviews as needed.
Identifies home office technical experts (e.g., from within CS3) that will serve as resources to the COP and component leads on the project. Works with COP to ensure that contract deliverables are completed and submitted in a timely manner, that project activities are implemented in accordance with the contract scope of work and approved work plan and are of high quality.
Identifies, interviews, and approves project STTA and LTTA candidates. Participates and provides support as necessary to the COP and field team during all strategic planning sessions. Manages project extension or modification proposals.
Reviews, supports, and edits (with COP) STTA deliverables as requested by field. Contributes to Knowledge Management and Learning for CS3: responsible for promoting project through success stories, DAI website updates, hosting project brown bags, etc. Contributes to cross-project learning to deepen development solutions that are locally relevant, successful, and sustainable. Engages in project level recruitment in support of STTA and LTTA vacancies.
Project Management (15%)
Leads Quarterly Project Review (QPR) process. Responsible for scheduling Client Satisfaction Surveys twice a year, to be carried out by the Project Team Director and for following up on any action items and/or taking measures for improvements as needed. Monitors day-to-day activity on the project and manages home office tasks, including:
Providing oversight of operational activities, such as mobilization and demobilization of staff, home office-based procurement, etc.
Troubleshooting complex, or cross-departmental problems
Ensuring compliance with DAI policies and procedures and, in consultation with support groups, providing recommendations for best practices (in areas such as inventory management, insurance, record management, export control, etc.)
Serves as the primary point of contact for the COP and HO staff on technical, management, operational, and financial issues. Responsible for the success of start-up and closedown of projects and may serve as Start-up or Close-down Manager or Team Leader as appropriate.
Proactively identifies and analyzes areas of risk, advises project team on solutions and preventative measures. Ensures compliance with internal and external audit findings.
Financial and Contract Management (15%)
Accountable for managing project financial performance targets (with COP); leads project financial reviews, analyzes and troubleshoots financial issues. Monitors and approves project non-billable costs; responsible for minimizing non-billable costs.
Responsible for ensuring accuracy of project financial transactions and monthly project invoices. Reviews and approves home office payments (e.g., expense reports, vendor invoices). Monitors accuracy of project budget and provides analysis and solutions; understands financial structure of contract and advises COP and home office on profitability implications. Assists home office team and field with quarterly ETC projections and provides final ETC review.
Ensures overall contract compliance with client and DAI rules, regulations and procedures. Resolves complex contractual issues with appropriate escalation and collaboration with Contracts and Project Team Director.
Manages preparation of budget realignments, contract modifications, and subcontract modifications. Ensures team drafts routine contractual documents using approved templates. Writes Statements of Work for subcontracts and serves as primary point of contact for all US based subcontractors and partners.
Cross CS3 Support (5%)
Provides support as needed and collaborates with colleagues. Reviews new policies and procedures and, where needed, proposes changes for existing policies and procedures.
Delivers trainings and acts as QA reviewer. Provides short-term coverage for traveling Managers or Associates, or Managers performing proposal management responsibilities. Drafts technical justification and seeks Project Team Director approval for At Risk Requests.
Additional responsibilities may be assigned depending on evolving business needs.
Bachelors' degree and 4 years relevant professional experience OR a Masters degree and 2 years relevant professional experience.
Experience providing administrative and management support to international donor- funded projects
Knowledge of U.S. government regulations, policies and procedures
Excellent oral and written communication skills
Must be able to travel on assignments for DAI projects (minimum one assignment per year.
Equivalent combination of education and experience will be considered.
Experience providing administrative support to USAID projects
Knowledge of Oracle and MS Project
Business development experience
Experience with project recruitment
Experience with small grants
Proficiency in a second language
Supervises Project Delivery Team Associate
DAI is an equal opportunity/affirmative action employer with a commitment to diversity. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or national origin. EOE - Minorities/Females/Disabled/Veterans