Job Abstract

The Senior Project Associate (SPA) assists with the smooth operation of project and program activities by coordinating programmatic information and providing logistical support to Project Officers.  They

work with several project teams and are responsible for

day-to-day coordination of project specific activities. 

This position provides the opportunity to develop project management skills and experience in a large international NGO while providing essential coordination and support to project staff.

Main Responsibilities:

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 following MSH policies.
• Coordinate project reports, communication, and technical products’ production in close coordination with home office and field project staff.
• Edit and proof project reports, success stories, newsletters, and other documents as requested.
• Update MSH’s intranet and other repositories with key project documents.
• Maintain responsibility for file management, dissemination of programmatic and team information, and contribute to MSH knowledge, programs, tools, and approaches.
• Coordinate communications material production, printing, and assembly.
• Support online learning/exchange forums, document development, and research.
• Assist in coordinating Project Reviews for assigned projects, including input to, finalization, and filing PowerPoint presentations and reports, including a graphic representation of data.
• Support project team’s human resources needs, including supporting Talent Acquisition from recruitment start-up to new hire and onboarding, as necessary.

Administrative - 20%

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

Procurement, Finance, and Contracts - 25%

• Prepare Purchase Requisitions for project items to be procured in the US (plane tickets, equipment, others).

• Coordinate consultancies and serve as the administrative point of contact for consultants as applicable.

• Review and preliminarily process invoices from consultants, sub awardees, and vendors for timely submission to MSH Accounting following project requirements and MSH procedures.

• Update project trackers for each project, including but not limited to travel, consultants, US accruals, sub awardees, LOE reports, and communication products.

• Assist in tracking and documenting project deliverables; documenting, collecting, and tracking cost-share opportunities, as needed.

• Assist in the development and maintenance of project coding.

Travel Support - 20%

• Coordinate international/domestic travel and hotel arrangements for project activities and ensure that all travel arrangements follow donor regulations and MSH procedures.

• Process visa requests as necessary.

• Provide travelers with a Memorandum of Engagement or Consultant Agreement (containing all travel details) before departure, as applicable.

• Prepare travel requests for the project donor.

• Support project teams to implement and monitor MSH’s in-country travel policies and procedures.

• Provide general support to project team members when traveling.

QUALIFICATIONS

REQUIRED EDUCATION:

Required:

Bachelor’s degree

Preferred:

Graduate degree

REQUIRED MINIMUM EXPERIENCE:

Required:

• 2-4 years of related work experience with a bachelor’s or 1 year of experience with a masters.

• Experience working as part of a support team to support the implementation of USG- or other donor-supported projects or equivalent international development projects.

Preferred:

• Experience coordinating administrative and logistical support for a diverse team of colleagues, partners, and consultants, tracking progress, following procedures and processes, and regularly and clearly communicating expectations, status, and objectives.

• Experience coordinating the development of written products such as reports, communication pieces, publications, and briefs preferred.

• Experience copy editing, proofreading, and formatting documents preferred.

• Experience working with low- and/or middle-income country staff and/or counterparts a plus.

KNOWLEDGE AND SKILLS:

• Demonstrated ability to work as an influential team member in a complex and fast-paced environment, in proactively moving forward pending action items to resolution and/or conclusion.

• Excellent interpersonal skills and demonstrated ability to interact professionally with culturally diverse staff, clients, and consultants.

• Excellent written and verbal communication skills in English required.

• Strong organizational skills.

• Ability to work independently and take initiative. Strong problem-solving skills.

• Ability to learn and apply complex program procedures with exceptional attention to detail.

• Demonstrated computer skills for word processing, databases, spreadsheets, and presentations (Microsoft Office applications preferred); and ability to learn new software packages.

• Demonstrated competence to assess priorities and manage various activities in a time-sensitive environment and meet deadlines with attention to detail and quality.

• Be aware of, and adhere to, MSH’s Procurement Integrity and Business Ethics standards in all activities.

• Excellent written and verbal language skills in English

• Professional proficiency, written and oral, in French preferred.

COMPETENCIES:

• Verbal and Written Communications and Presentation Skills.

• Assessing, Managing, and Measuring Work; Priority Setting.

• Vulnerability and Courage. Curiosity. Critical and Reflective Thinking. Problem Solving. Self-Awareness & Personal Improvement. Flexibility. Emotional Resilience. Integrity. Collaboration. Excellence.

MSH considers multiple job-related factors when determining an offer, including but not limited to, business and organizational needs, candidate qualifications, internal equity, location, and internal budget.
 

Salary is just one of many aspects of our total rewards package; at MSH, our goal is to provide you with a comprehensive set of competitive benefits that includes a substantial vacation, sick and holiday policies, training and development programs, competitive insurance coverage for health, vision, dental, life, short-term and long-term disability, 401k plan, Flexible Spending Account, among others.
 

MSH is an equal opportunity employer and will not discriminate against any employee or applicant for employment on the basis of race, color, sex, sexual orientation, gender or gender identity, religion, creed, citizenship, national origin, age, veteran status, or disability unrelated to job requirements. MSH will take affirmative action to ensure that qualified applicants are employed and that employees are treated without regard to their race, age, color, religion, sex, sexual orientation, gender identity, national origin, veteran and disability status. In compliance with U.S. Department of Labor Executive Order 11246, Section 503 of the Rehabilitation Act, and Section 4212 of the Vietnam Era Readjustment Assistance Act, MSH has developed and maintains an affirmative action program and plan.

EEO is the Law - English

EEO is the Law - Spanish

Pay Transparency Nondiscrimination Poster

Know Your Rights - Workplace Discrimination is Illegal

Family and Medical Leave Act (FMLA)

Employee Polygraph Protection Act

MSH EEO-AA Policy