Operations associate, SCM, GHSC-PSM

Chemonics, Alabama, United States
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Job Summary

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


  • 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...