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https://jobs-msh.icims.com/jobs/8198/project-associate/job

 

The Project Associate is responsible for ensuring the smooth operation of technical efforts and/or field activities by coordinating programmatic information and providing logistical support for specific project activities within CLM.  She or he works with one or more project teams and is responsible for the day-to-day coordination of project-specific activities.  She or he is responsible for working with other staff to coordinate technical assistance and to keep staff informed of the status of specific project activities.

 
Specific Responsibilities

Finance and Contracts (15%)

  • Act as the key administrative staff person on project activities.
  • Support the Project Officer (PO) and Senior Project Officer (SPO) in the development of the workplan (annual activities outline) and budget. 
  • Review and preliminarily process invoices from consultants, subcontracts, and purchase orders for a timely submission to MSH Accounting in accordance with Program requirements and MSH procedures.
  • In collaboration with Project Officer, assist in documenting, collecting, and tracking cost-share opportunities.
  • In collaboration with Project Officer, provide advance notice to Contracts and Grants Administration staff regarding upcoming sub-contracts, consultants, etc. 
  • Work in collaboration with designated contracts staff to ensure that all contractual agreements are in place for activities for specific countries and/or projects, including preparation of consultant agreements, TraiNet and other contractual requirements.  Track related expenditures, deliverables, and level of effort as needed.
  • Coordinates procurement for the projects, including developing and processing purchase requests and purchase orders.
  • The Project Associate is aware of, and adheres to, MSH’s Procurement Integrity standards in all activities.

Operations (40%)

  • Schedule, attend and document project team meetings.
  • Together with the Project Officer /Senior Project Officer maintain project tracking sheets for ongoing activities and pending items.
  • Orient and brief consultants and new staff members working in selected projects regarding MSH/CLM procedures. Coordinate consultant and staff post-travel debriefings immediately upon their return.
  • In collaboration with project team, coordinate logistics for workshop activities in compliance with donor and MSH regulations. Contribute to the preparation of workshop agenda and any necessary technical materials as well as any follow-up correspondence with participants after completion of workshop. In collaboration with Project Director, collect information for TrainNet as necessary.
  • Serve as a resource to and operational liaison for MSH field offices and/or headquarters regarding program activities, as necessary.

Information  Management (20%)

  • In collaboration with the project teams, Project Associates ensure open, ongoing communication flow between CLM, MSH home office and/or field offices.
  • Maintain responsibility for file management, dissemination of programmatic and team information and contribute to CLM/MSH knowledge, programs, tools and approaches.
  • Act as liaison to and collaborate with the CLM Communications and BRD staff to produce content and gather information with respect to field and/or sub-project activities.
  • In collaboration with CLM Communications, contribute content to country/project web pages.
  • Gather and circulate CLM communications materials (such as tool briefs) as needed for the project team.
  • Email, place phone calls and draft communications and contracts in a second language as requested. For large translation requests secure a translator according to procurement guidelines.
  • Ensure timely submission of project reports and documents to the MSH Institutional Memory database and DevEx (as required).
  • Support collecting information, formatting, producing, and distributing reports. File, fax, and photocopy, as appropriate.

Travel (25%)

  • Coordinates all international/domestic travel and hotel arrangements.  Ensure that all travel arrangements are in compliance with donor regulations and CLM procedures.
  • Process visa requests as necessary, including required visas for long-term expatriate staff moving to post.
  • Provide travelers with CLM Logistics Letter (containing all travel details) prior to departure.
  • Provide general support to project team members when traveling.

 

 

 
Qualifications
  • Bachelor's Degree or equivalent education.
  • 1-3 years of related experience. 
  • English and French language fluency required.

 

Knowledge and Skills

  • Strong administrative, organizational, and written and verbal communication skills.
  • Demonstrated intermediate to advance computer skills in Microsoft Office Suite applications including Word, Excel, PowerPoint, and Outlook, with the ability to learn new software packages.
  • Demonstrated excellence in effective writing and verbal communication. 

Compentencies

  • Excellent interpersonal skills; demonstrated ability to interact professionally with culturally diverse staff, clients, and consultants.
  • Ability to work independently and take initiative.
  • Ability to learn complex procedures.
  • International work experience is a plus.
  • Demonstrated competence to assess priorities and manage a variety of activities in a time-sensitive environment and meet deadlines with attention to detail and quality.
  • Demonstrated ability to work as an effective team member in a complex and fast paced environment.   

Physical Demands

  • Keyboard use, pulling drawers, lifting papers <10 lbs.
  • Must be able to travel domestically and internationally 5-10%.of the time.
 
 
 
EEO Statement
Management Sciences for Health is an equal opportunity employer offering employment without regard to race, color, religion, gender, sexual orientation, gender identity, age, national origin, citizenship, physical or mental disability, or protected veteran status.
 
Reports To
Project Officer/Senior Project Officer
Organization
Management Sciences for Health (MSH)