Operations associate, SCM, GHSC-PSM
Chemonics, Alabama, United States

Job Description
Chemonics seeks an Operations Associate to join its Supply Chain Management (SCM) Division in support of the USAID Global Health Supply Chain Program - Procurement and Supply Management (GHSC-PSM) project. The Operations Associate is an administrative position that assists the operations team in providing business support to SCM staff and the director. This includes administrative support, staffing and recruitment, staff recognition and events, corporate budgeting, project support, and meeting logistics. We are looking for individuals who have a passion for making a difference in the lives of people around the world.
Responsibilities include:
Coordinate divisional recruitments for associate- and administrative-level positions and facilitates onboarding of new staff
Provide support to employee transitions, such as updating and maintaining internal new employee orientation materials, adding/removing employees to/from divisional listservs, and submitting new desk-set-up requests
Track and update divisional expenditures against approved annual budgets, such as regional events spending and monthly staff reforecasting and variance projections
Support the CPD by managing meetings and calendar invites, processing print requests, researching and providing guidance on corporate policies, ensuring that documents needing signature are processed in a timely fashion, making travel arrangements, scanning and saving all necessary documentation as appropriate, reviewing all overhead expense reports for approval, and providing other support as required
Update and maintain files, filing systems, and trackers maintained by the SCM team
Coordinate and facilitate divisional meetings such as staff retreats, regular staff meetings, and staff celebratory events, including logistics, developing and sharing agendas, and other relevant meeting information
Liaise with support divisions to respond to requests for information, audit requests, and associated follow-ups/coordination with project management units (PMUs) as needed
Organize staff teambuilding and business events including submitting catering requests, sending Outlook invites to the division, liaising with staff on room set-up, coordinating any required meeting materials, and liaising with external vendors as appropriate for off-site meetings/events
Track regional timesheet completion and submission, run periodic reports, and provide timely reminders to regional staff
Provides administrative surge support to contracts and projects, including startups and closeouts
Share corporate information proactively and responsibly including forwarding announcements and reminders to SCM staff
Serve as a resource for divisional staff by checking in periodically and elevating issues or concerns to the operations manager or director as needed, and offering solutions as applicable
Participate on proposal teams in specific line roles, including, but not limited to, past performance reviews (PPRs), corporate capabilities, resume formatting, expatriate and local recruitment, coordinator, section writer, cost volume, and subcontractor liaison
Contribute to technical practice(s) as appropriate
Supervise temporary and/or administrative staff when appropriate for periods between three and six months in length
Serve as acting operations manager when necessary
Perform other responsibilities as assigned
Qualifications:
Bachelor’s degree or equivalent work experience required
Minimum one year of work experience in a professional office work environment
Experience providing support to business leadership or executive level staff preferred
Recruitment and/or budgeting experience preferred
Demonstrated ability to communicate clearly and concisely in both verbal and written communications; strong cross-culture communication and sensitivity skills
Demonstrated ability to handle routine administrative tasks and operational issues
Experience supporting a corporate budgeting process preferred
Willingness to travel and work abroad in less developed countries for at least 4 to 8 weeks per year
Ability to multitask with strong attention to detail, organization, and time management
Demonstrated ability to follow standard practices and procedures, receive general instruction and supervision, and contribute to projects and initiatives
Excellent customer service and interpersonal skills
Ability to work independently and as part of a team
Demonstrated resourcefulness in problem solving and initiative to learn new skills
Strong knowledge of MS Office applications
Previous experience working in international development and/or living or conducting volunteer work in developing countries preferred
Demonstrated leadership, versatility, and integrity
English fluency required, secondary language proficiency preferred
Source: https://chu.tbe.taleo.net/chu02/ats/careers/v2/viewRequisition?org=CHEMO...