Program Associate – Stabilization & Development Practice Area – Communities in Transition Division

Overview

Background:

Creative Associates International is a fast-growing, social impact company that specializes in the areas of education, economic growth, democratic transitions and stabilization in post-conflict environments. Based in Chevy Chase, Maryland, this global development organization has a field presence is more than 25 countries and a strong client portfolio of that includes the U.S. Agency for International Development and the State Department. Since its founding in 1977 by four enterprising women, Creative has earned a solid reputation among its clients and is well-regarded by competitors and partners alike.

Position Summary:

Creative seeks a Program Associate for the Communities in Transition Division. The Program Associate (PA) works under regular supervision and performs a wide variety of responsible assignments within their project area by serving as a member of a Headquarters (HQ)-based team. The PA provides regular project backstopping support and general administrative support for the S&D team, travels internationally for field projects and reconnaissance activities and helps to ensure the successful and compliant implementation of assigned projects. The Program Associate serves as surge support for the primary financial, contractual, and program backstop for a specific project field team. This position works with senior project management staff to solve potential problems through professional project management and backstopping skillsets. The Program Associate provides operational, research and logistical support to project staff and consultants, and contributes drafting of relevant programmatic documents and reports. As part of the HQ team, the Program Associate works closely with the field team, and, as needed, contributes to technical aspects of program design and implementation. The Program Associate also assists with business development and proposal activities, as opportunities arise.

Reporting & Supervision:

S&D Program Associates report to a Senior Practice Area Manager.

NOTE: Different projects require different levels of project management skills based on their strategic importance, project profile and complexity, specificity, scope, and geographic location. Creative formally sanctions, and reserves the right to modify, the skill and position level(s) needed for each project.

Expected Outcomes:

Project Management

PAs provide consistent and timely support to project teams during project ramp-ups, implementation and closedowns, contributing to meeting contractual obligations and fiscal targets and ensuring program compliance with client and Creative’s administrative, financial, procurement and operational procedures. Project staffing, project obligations, and reporting meet anticipated levels and high-quality standards and develop others’ knowledge and learning. PAs keep senior project leadership abreast of significant threats, project implementation deficiencies and opportunities.

Financial Management

PAs help meet project performance targets and revenue projections based on hands-on project and financial management skills, active management of vacancies, non-billables, and foregone revenue. Projects requiring important course corrections or corporate support are elevated to senior management.

Staff Management**

(Sr.) and Program Specialists and (Sr.) and Program Assistants are tangibly supported technically and professionally; their professional objectives and personal needs are well understood, as are those of key staff in the field. Contributions to meaningful, constructive and timely performance reviews is key. Projects honor all aspects of programmatic and fiscal compliance and PAs work diligently to identify opportunities to enhance HQ and field coordination and communication.

New Business Development

PAs make contributions to proposal development and business development efforts, as needed. Creative projects demonstrate an entrepreneurial spirit and seize opportunities in the local marketplace and pave the way for the realization of new business opportunities. PAs help Creative’s visibility before stakeholders.

Learning & Adaptation

PAs assist in incorporating defined learning agendas as well as M&E and E and Knowledge Management (KM) plans into project strategy and program/project implementation from concept to closure. Project information, interventions and innovations are synthesized, shared, tracked and managed within KM plans. Learning events (i.e., Knowledge Share) capture salient programmatic aspects with potential for replication or scale up. Salient activities are celebrated and promoted through Creative’s Communications Department.

Responsibilities

Primary Responsibilities

• Supports S&D HQ PMU with administrative and financial tasks and processes;
• Backstops field projects on technical, financial and administrative tasks for assigned projects and provides financial and administrative support to the project team in the field;
• Supports project consultants by developing and monitoring agreements, coordinating travel and logistics, and facilitating payment requests;
• Supports grant management by monitoring and facilitating payment for HQ-managed grants and subcontracts to international organizations;
• Reviews and processes project-related documentation including invoices, ensuring program files and transactions are compliant, properly documented, and organized;
• Assists in the preparation, tracking and realignment of the project budget and subcontractor budgets, and prepares quarterly financial reviews and projections;
• Supports team in submitting weekly and monthly reports, project success stories and other deliverables as required;
• Acquires intimate familiarity with contract requirements, deliverables and budgets;
• Develops and maintains strong working relationships with partner and/or donor organizations;
• Works closely with support divisions in HQ including HR, Contracts, Procurement, Field Operations, Communications, and Finance, to support complex project needs as they arise; maintaining solid knowledge of all administrative, financial systems, and operating procedures;
• Directly manages and ensures the project’s timely development of quality products and knowledge-share events according to project KM plans in close collaboration with the KM team;
• Directly manages and ensures the timely and accurate tagging, uploading and tracking of KM project products in coordination with the KM team;
• Provides targeted product development authorship or leadership for KM as required;
• Supports business development efforts by drafting proposal sections and budgets, assisting with proposal recruitment process, developing marketing materials, and researching topics as requested;
• Supports planning of necessary reconnaissance and fact-finding trips in preparation for bids.**Qualifications**

Minimum Skills & Qualifications:

NOTE: Your job title is based on the role you perform and you must meet the minimum qualifications for that job title. Greater (higher) education and experience than minimum qualifications do not automatically classify you into a higher-level job title/position.

• Bachelor’s Degree in a relevant field and four years of relevant experience, or a Master’s degree and two years of relevant experience;
• Prior project backstopping experience for a USAID or Department of State project;
• Prior experience in international development in a donor funded setting;
• Prior experience in developing and monitoring proposal and project budgets;
• Experience working with consultants and vendors;
• Experience organizing and managing program/project knowledge/information;
• Experience supporting small grants programs;
• Strong knowledge of U.S. government donor regulations;
• Strong writing and editing skills; excellent communication, organizational, and analytical skills;
• Ability to work well in a team environment as well as independently;
• Ability to multi-task under tight deadlines; ability to travel internationally on short notice; and
• Comprehensive knowledge of Microsoft Office (Excel, PowerPoint, MS Project, etc.).

Completion of Trainings

• Completion of all coursework and trainings required at the Senior Program Assistant, Program Specialist and Senior Program Specialist levels.

Desired Skills and Qualifications

• Specified level of proficiency in a language other than English, as assigned by project requirements;
• One short term technical assignment and/or experience working in a developing country; and
• Solid project backstopping experience for U.S. or other government funded projects.

Only finalists will be contacted. No phone calls, please.

Creative Associates International Inc. is an Equal Opportunity/Affirmative Action Employer (gender/race/disability/veteran) and provides equal opportunity to all individuals regardless of their race, color, creed, religion, gender, age, sexual orientation, national origin, disability, veteran status, or any other characteristic protected by state, federal, or local law.

Please view Affirmative Action/Equal Employment Opportunity Posters provided by OFCCP here.

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