Project Manager II

Position Description

The Manager of the Project Operations and Management (POM) function supports efficient, effective, and compliant implementation of projects in one of EnCompass’ practice areas, as well as assists in general practice area management functions, especially resourcing of projects. The POM function plays a critical role in project management by effectively implementing organizational budget and project management frameworks and processes, applying lessons learned, and improving the team’s performance using EnCompass procedures, systems, tools, and resources. This individual collaborates with practice area leadership (Vice President, Directors, and Associate Directors), project leads, project teams, the Finance and Contracts offices, Operations, Talent Management, and other project management specialists to support and ensure program efficiencies and impact, and delivery of technical outputs (i.e., contract deliverables) are within project budget, scope, schedule, and quality standards. The Project Operations and Management (POM) Function Manager reports to the Associate Director of Operations, and is located in the EnCompass Rockville office.

Position Duties and Responsibilities

Essential functions include:

• Works with the practice area leadership, Finance team, Contract managers, Operations, Talent Management, and project teams to develop and maintain 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, quality assurance management, and TA&Evaluation management, in line with EnCompass policies and procedures
• Works with practice area VP and Director on resourcing for all practice area projects – this role will approximately take 25-30% of time.
• Ensures all projects implement or appropriately adapt project operations and management standards and procedures in project start-up, implementation, and close-out, in compliance with client contract requirements and EnCompass policies and standards

Ensures that all project teams have adequate POM support through capacity-building and mentorship of all Project Coordinators and Project Assistants

• Mentors and oversees project managers, coordinators, and assistants in the effective and efficient implementation of POM functions, standards and processes
• Directly implements POM functions across country projects, and may also support US-based projects
• Resolves project management issues that have been escalated

Budgets/Finance/Contracts

• Ensures that POM standards and processes are effectively implemented on projects
• Oversees projections, monitoring, and analysis of project burn rate and profitability. This includes level of effort burn, subcontractors’ costs, expense reports, deliverables, etc. to ensure profitability, contract compliance, and alignment to EnCompass policies and procedure.
• Proactively identify financial variations and manage financial risks with TA&Evaluation VP, Directors, and project leads
• Oversees preparation of budget modifications and tracking of contract modifications
• Works with Finance team to streamline and improve financial operating procedures for project management
• In close collaboration with technical leadership, manages timely review and feedback on CPARs on related projects

Project Management Support

• Works closely with technical leads on monitoring contract performance: e.g., 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 closeout processes in compliance with contract requirements and organizational procedures
• Manages the scheduling, process, and follow-up for the standard Project Reviews and post contract reflection process
• Collaborates with technical leads to identify, track, and communicate program/project issues and risks and advises on mitigation plans
• Helps project leads, Project Coordinators (PCs) and Project Assistants (PAs) understand and use organizational systems for project management/operations; mentors team members on project management and operational practices
• Oversees POM support to project teams with project implementation tasks such as developing work plan, staffing, training, procurement plans, quality control plan, communication plan, risk management plan, project progress reports, closeout, and startup/setup
• Oversees POM processes to assists project teams in identifying EnCompass staff or external consultants to support project specific work and ensures adherence to all EnCompass procedures
• Ensures that standard program reporting tasks, including Quarterly and Annual Performance Reports are submitted in a compliant and timely manner. This includes aggregating inputs, coordinating timing, and developing content as relevant
• Oversees the coordination of onboarding trainings/processes for new staff/consultants

Supervision

• Supports recruitment, hiring, and management of staff (at headquarters and in the country offices), specifically PMIs and PCs

• Supervises staff, specifically PMIs and PCs

• 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 High School Diploma and 11 years or experience, or an Associate’s degree and 9 years of experience, or a Bachelor’s Degree and 7 years of experience, or a Master’s degree and 5+ years of experience, or a PhD and 3 years of experience

Experience and Skills

• Minimum of two years of project management experience, including experience in:

• Supporting country office operations

• 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 working with international organizations, including the UN, U.S. Government, 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 travel required

• Fluency in languages other than English is desirable

• Experience working or living overseas preferred, and working in difficult and volatile country contexts is desirable