Senior Operations Associate


Job Description

Chemonics seeks a Senior Operations Associate for its Procurement and Logistics Technology Center (PLTC) business entity, located in Arlington, VA. The Senior Operations Associate will work closely within the PLTC Operations & Finance Team to coordinate and support essential activities across PLTC. The specific roles and responsibilities of the Operations Associate will include general operational functions in contracts management, staffing and resourcing support, cross-team Coordination and general administrative support. We are looking for individuals who have a passion for making a difference in the lives of people around the world.

Chemonics is establishing a Procurement and Logistics Technology Center (PLTC) to create a more commercial end-to-end supply chain operation and consolidate and expand our position as the leading provider of global and in-country supply chain management services in the low- and middle-income country context for health and other commodities that ultimately advance our mission of helping people live healthier, more productive, more independent lives. The PLTC will provide the operational and technological platform to deliver high-performing, reliable, end-to-end supply chain services at scale, across multiple clients and type of commodities, and at a competitive cost.

Responsibilities include: Contract Management
  • Support PLTC U.S. and remote offices Administration, including vendor payment requests, invoicing, approvals, and updating of project-related trackers
  • Draft and manage project-related employment and subcontract agreements
  • Support consultant and subcontractor management, including invoice tracking and payment, budget monitoring, level-of-effort utilization, deliverables, etc., to monitor compliance with contract and PLTC’s regulations. Issue status reports as needed
Staffing & Resourcing
  • Support the development of the PLTC organizational structure and staffing plan
  • Communicate scopes of work, policies, and allowances/benefits for team members and consultants
  • Assist with recruiting and suggests candidates for a variety of home office and overseas based positions
  • Provide support to employee on-boarding and transitions, such as updating and maintaining internal new employee orientation materials, adding/removing employees to/from divisional listservs, and submitting new desk-set-up requests
Cross-team Coordination
  • Coordinate across PLTC teams and supports inquiries and needs promptly
  • Serve as a resource for PLTC staff by checking in periodically and elevating issues or concerns to the Operations Manager or Director as needed and offering solutions as applicable
  • Support the review of needs in each of the PLTC’s teams to ensure proper check-ins are scheduled with Senior Leadership to review progress through implementation and milestone goals
Technical Support
  • Provide basic technical information and develop ideas and hypotheses based on research to support PLTC efforts, Chemonics’ knowledge base, other practice networks, and other work products as requested
  • Contribute to organizing and developing internal technical events and opportunities to encourage the distribution of best practices, technical innovations, and support improved Knowledge Sharing
  • Attend conferences, presentations, and networking events, as appropriate, and plan targeted interventions to enhance supply chain understanding to provide support to PLTC’s overall objectives
  • Lead PLTC efforts for complete and comprehensive documentation by saving relevant documents and approvals to SharePoint files and facilitating document reviews and file audits as appropriate
  • Organize staff teambuilding events including developing remote event ideas, executing events, sending Outlook invites to the division, liaising with staff when necessary, coordinating any required meeting materials, and liaising with external vendors as appropriate
  • Track staff and consultants’ timesheet completion and submission, run periodic reports, and provide timely reminders to staff and consultants
  • Track all staff travel and leave schedules and contact numbers. Prepare and distribute calendar of activities, deadlines, staff vacation and travel schedules, etc.
  • Provide travel support for employees and consultants by gathering relevant travel information, reserving tickets, and seeking necessary travel authorizations and approvals. Liaise with traveler to collect expense reports and required backup documentation
  • Coordinate with office services and IT support on facility, equipment, and supply needs
  • Support PLTC initiatives to foster a diverse and inclusive workspace by creating opportunity, serving others, building trust, innovation, and exceeding expectations
  • Perform other duties and responsibilities as required
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