Project Associate

The Project Associate (PA) is responsible for ensuring the smooth operation of technical efforts, projects, programs, and activities by coordinating programmatic information and providing logistical support. She or he works with several project teams and is responsible for the day-to-day coordination of project-specific activities.

Administrative (20%)

• Provide administrative coordination support to assigned projects.
• Develop and maintain project pending lists and meeting agendas.
• Schedule, connect, attend, and document regular and ad hoc project team meetings.
• Coordinate with and assist other Project Associates to ensure adequate coverage during the absence of another Project Associate (i.e., vacation, TDY).
• In collaboration with the assigned project managers, ensure open, ongoing communication flow between MSH Headquarters, project offices, consultants, and/or partner organizations.

Procurement, Finance, and Contracts (25%)

• Prepare Purchase Requests for project items to be procured in the US (plane tickets, equipment, others).
• Be aware of, and adhere to, MSH’s Procurement Integrity and Business Ethics standards in all activities.
• Prepare consultant agreements and serve as the administrative point of contact for consultants as applicable.
• Review and preliminarily process invoices from consultants, subcontractors, and vendors for a timely submission to MSH Accounting in accordance with project requirements and MSH procedures.
• Assist in tracking and documenting project deliverables.
• Assist in documenting, collecting, and tracking cost-share opportunities, as needed.
• Assist in the development and maintenance of project coding.

Project Implementation Support (35%)

• Provide administrative and coordination support during the various phases of the project life cycle, including project start-up and close-out in accordance with MSH policies.
• Maintain responsibility for file management, dissemination of programmatic and team information, and contribute to MSH knowledge, programs, tools and approaches.
• Coordinate communications material management, printing, and assembly.
• Edit and proof project reports, success stories, newsletters and other documents as requested.
• Update MSH’s intranet and other repositories with key project documents.
• As requested/assigned, support online learning/exchange forums, document development and research.
• Assist in coordinating Quarterly Reviews for assigned projects including input to, finalization, and filing of PowerPoint presentations and reports including graphic presentation of data.
• Support project team’s human resources needs including, supporting Talent Acquisition from recruitment start-up to new hire phase and managing logistical arrangements for candidate interviews: establish interviewer and candidate availability, schedule meetings via Google Calendar, provide logistical support for meetings on-site and coordinate travel arrangements where necessary.
• Any other tasks as assigned by management

Travel Support (20%)

• Coordinate international/domestic travel and hotel arrangements for project activities and ensure that all travel arrangements are in compliance with USAID and donor regulations and MSH procedures.
• Process visa requests as necessary.
• Provide travellers with Memorandum of Engagement or Consultant Agreement (containing all travel details) prior to departure.
• Prepare travel requests for the project donor.
• Support project teams to implement and monitor compliance of MSH’s in-country travel policies and procedures.

• Provide general support to project team members when traveling

• Bachelor’s degree required

• 1 year related experience

• Excellent written and verbal language skills in English.

• Professional proficiency, written and oral in French is an advantage.

• Demonstrated ability in computer skills for word processing, databases, spreadsheets, and presentations (Microsoft Office applications preferred); and ability to learn new software packages.
• Ability to work independently and take initiative.
• Ability to learn and apply complex program procedures with exceptional attention to detail.
• 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.
• Strong office and organizational skills.
• Excellent writing and communications skills.
• Demonstrated ability to work as an effective team member in a complex and fast-paced environment.
• Excellent interpersonal skills and demonstrated ability to interact professionally with culturally diverse staff, clients, and consultants.