Operations Manager (Project Manager II) DEVELOP

Position Description

The Operations Manager (Project Manager II) supports efficient, effective, and compliant implementation of the 5-year USAID Designing Effective eVidence-based Engagement and Learning for Organizational Performance (DEVELOP) activity, housed in the Learning & Leadership Development (L&LD) practice area of EnCompass. This position plays a critical role in project management by effectively backstopping the DEVELOP activity by implementing organizational budget and project management frameworks and processes, applying lessons learned, and improving teams’ performance using EnCompass procedures, systems, tools, and resources. This individual works closely with the DEVELOP Project Director and team, as well as with the Project Operations and Management Function (POM) and the Finance, Contracts, and Talent Management offices, among others. The Operations Manager will work to ensure efficiencies and support the DEVELOP technical team so they can deliver high-level results (i.e., project deliverables) within the project’s budget, scope, schedule, and quality standards. The Operations Manager reports to the DEVELOP Project Director, works closely with the POM Manager and Associate Director of Operations, and is located in the EnCompass Rockville office.

FLSA Status: Exempt

This is a full-time position, based at EnCompass headquarters in Rockville, MD. Due to COVID-19, the position is expected to be fully remote through September 2021. Must be legally authorized to work in the US for any employer without sponsorship.

Position Duties and Responsibilities

Essential functions include:

• Develops and maintains, in collaboration with project leadership and operations, proper project operations and management standards and procedures related to contracts management, financial management, talent management, travel and logistics management, asset and resource management, knowledge and data management, and quality assurance management in line with EnCompass policies and procedures
• Ensures the DEVELOP activity implements or appropriately adapts project operations and management standards and procedures in project setup, implementation, and closure, in compliance with client contract requirements and EnCompass policies and standards
• Ensures that the DEVELOP activity has adequate POM support through capacity-building and mentorship of Project Coordinator(s) and Project Assistant(s) assigned to the project
• Mentors and oversees DEVELOP project coordinators and assistants in the effective and efficient implementation of POM functions, standards, and processes
• Directly implements POM functions for the DEVELOP activity, with guidance from the POM Project Manager
• Resolves project management issues that have been escalated

Budgets/Finance/Contracts

• Effectively manages all aspects of financial monitoring and reporting for DEVELOP contract—a Time & Materials, level of effort contract—including tracking of core funds and various buy-ins
• Oversees projections, monitoring, and analysis of project burn rate and profitability, including level of effort burn, subcontractors’ costs, expense reports, deliverables, etc. to ensure profitability, contract compliance, and alignment to company policies and procedures
• Proactively identifies financial variations and manages financial risks with the POM Project Manager, Associate Director of Operations, and DEVELOP Project Director
• Oversees preparation of budget modifications and tracking of contract modifications
• Manages preparation of cost buildup for buy-ins from various USAID operating units
• Contributes to meeting project revenue and profit goals by advising on approaches and solutions to increase operational effectiveness and efficiencies
• Works with the Finance Team to streamline and improve financial operating procedures for project management

Project Management Support

• Works closely with Project Director and technical leads on monitoring of contract performance, including: quality of service and products, timeliness, cost control, general management, responsiveness, subcontractor management, key personnel, regulatory compliance
• Identifies, develops, and supports appropriate adaptation of project-specific checklists/processes/tracking tools/templates related to start up, implementation, and close out processes in compliance with contract requirements and organizational procedures
• Manages the Project Review process in collaboration with the Project Director
• Collaborates with Project Director to identify, track, and communicate program/project issues and risks, and advises on mitigation plans
• Mentors team members on project management and operational practices
• Manages all DEVELOP administrative and logistical tasks, including review of consultant agreements and purchase orders, review of invoices, overseeing of travel and preparations for in-person events, and procurement
• Manages POM support to DEVELOP team with project implementation tasks such as developing work plan, staffing, training, procurement plans, quality control plan, communication plan, risk management plan, and project progress reports throughout the project life-cycle
• Ensures that standard program reporting tasks are submitted in a compliant and timely manner
• Ensures the coordination of onboarding trainings/processes for new staff/consultants

Supervision

• Supports recruitment, hiring, and management of staff and consultants for the DEVELOP activity
• Supervises staff and consultants as needed

Knowledge Management, Business Development and Other

• Oversees knowledge management efforts within DEVELOP team, which includes SharePoint/Teams and Google space
• Coordinates the development of resources for practice area/teams’ communications pages
• Collaborates with other managers and the EnCompass Project Management Team lead to build out and socialize approaches, toolkits, and capacity development resources
• Provides inputs and reviews technical and cost proposals as requested by the Business Development (BD) team

• Engages fully as a member of the EnCompass staff team, including participating in staff meetings and other EnCompass

• Other duties as assigned

Position Requirements

Qualifications

• Minimum of a Master’s degree and 6+ years of experience or a Bachelor’s degree and 8+ years of experience

Experience and Skills

• Minimum of three years of project management experience, including experience in:
  • Supporting Time & Materials contract operations (preferably with experience managing buy-ins)
  • Supporting and tracking contracts or task orders and deliverables
  • Supporting staff and consultants in all operational aspects of a project
  • Developing and monitoring budgets for project activities
• Experience managing projects focused on education, leadership and management development, adult learning, instructional design, and/or training and facilitation programs preferred
• Experience working with international organizations, including the U.S. Government (with main focus on USAID), U.N., NGOs, or the private sector
• Excellent management, organization, communication (verbal and written) and problem-solving skills with the ability to prioritize assignments and meet required deadlines
• Ability to confidently engage with staff at all levels to define needs and expectations, collaborate on projects, and communicate results
• Ability to deal sensitively in multi-cultural environments and build effective working relations with clients and colleagues
• Flexibility in working in a dynamic environment managing multiple activities, ad hoc requests, and changing requirements
• Ability to integrate diverse information from varied sources
• Adept at identifying and framing problems, setting priorities, and making critical assessments
• Committed to providing the highest level of service to clients and technical teams
• Expertise in project management software (SharePoint, MS Project, etc..), word processing, database management, spreadsheets (Excel), and web-based programs
• Ability to work in an appreciative, strengths-based environment and to guide others in using an appreciative approach

How to Apply

Please submit CV and cover letter.

EnCompass LLC is a progressive Equal Opportunity Employer. We promote, celebrate, and support a diverse and inclusive organizational culture and workforce. We are committed to providing all of our employees with an environment free from discrimination and harassment, where all are treated with dignity and respect. We do not tolerate, and explicitly prohibit, discrimination or harassment of any kind, at any time, in all aspects of employment. This includes recruitment, hiring, promotions, disciplinary measures, terminations, compensation, benefits, social and recreational programs, and training. EnCompass also does not tolerate retaliation against individuals who report discrimination or harassment. Our continuing commitment to the principle of Equal Opportunity Employment for all means all employment decisions are based only on the job requirements, the candidate’s qualifications, and the needs of EnCompass as a business—not on race, color, ethnicity, national origin, religion, belief, sex (including pregnancy and related medical conditions), gender identity or expression, sexual orientation, age, disability status, veteran status, genetic information, HIV status, family/marital/parental status, or any other status protected by the laws and regulations in the jurisdictions where we work.

For US based positions: The employer will make reasonable accommodations in compliance with the Americans with Disabilities Act of 1990.

The above statements are intended to describe the general nature and level of work being performed by individuals assigned to this position. They are not intended to be an exhaustive list of all duties, responsibilities, and skills required of personnel so classified.

The incumbent must be able to work in a fast-paced environment with demonstrated ability to juggle and prioritize multiple, competing tasks and demands and to seek supervisory assistance as appropriate.