International Resources Group (IRG), an Engility company, seeks a Project Specialist to support the USAID Worldwide Training Project . The incumbent delivers day-to-day operations and coordination support services to project activities for ILS implemented contracts. As the point of coordination between Project and Task Order Managers and internal support units, such as Accounting, Contracts, and Business Development, the Associate performs a broad variety of general support activities to ensure projects are run on budget, on scope, and on time. Assist with capture coordination or other new business opportunities.
Project Administration duties and responsibilities:
Project Management support, in coordination with the Project or Task Order (TO) Manager:
Assist with recruitment and onboarding of short- and long-term staff or consultants for projects.
Prepare draft consultant agreement requests and draft sub task order requests, get PM approval, submit via RQ and track and document completion.
Maintain project shared files with copies of all relevant project documents, such as fully executed consultant work orders, Agreement modifications, fully executed sub task orders and modifications, background documents, etc.
Draft memos as needed (ex: one-time exception to personnel time-sheet recording and compensation policy).
Prepare and/submit requests for consultant travel advances and wire transfers.
Provide ESP training to newly onboarded consultants and sub-contractors.
Assist consultants and sub-contractors with submission of invoices via ESP.
Assist in the review of ESP submitted subcontractor invoices, consultant expense reports, and consultant time sheets. Update all invoice tracking tools. Monitors project and LOE spending against contract budget and funds obligated, as needed.
Track Task Order POP's in order to manage the Task Order Close-Out process.
Financial management support, in coordination with the Project or TO Manager and Program Control Analyst:
Assist with the oversight of financial and administrative systems, including the development, training, and implementation of administrative tools and systems.
Assist with the monitoring of subcontractor labor/expenses to ensure ongoing contractual compliance by reviewing invoices against Sub-Task Orders and budgets.
Assist with required monthly reconciliations and compiling of monthly project financials.
Obtain and review financial systems reports to audit invoices and seek resolution to invoicing issues.
Communication with Accounts Payable and Billing to resolving invoicing and payment issues.
Logistical Support, in coordination with the Project or TO Manager and the WWT Training Delivery Coordinator:
Work with TO Manager to review and edit materials. Ensure current versions of materials are uploaded into Mimeo.
Place Mimeo printing orders for course materials. Manage materials shipping to training site.
Submit updated course data for the WWT training database, entering evaluation criteria, etc., and update Core Course and non-core course calendars with training schedule.
Training room set up/clean up, as needed, for training held at the Center for Learning and
Performance Improvement (CLPI).
Ensure sufficient supplies are available - including flip chart paper, markers, post it notes, coffee supplies, etc.
BD and capture coordination:
Support Capture/Proposal Manager in all functions including research, outreach, corporate capabilities/PPR compilation, partner vetting, win theme development, Gate PowerPoint compilation, etc.
Ensure the smooth flow of information throughout the team and coordination of frequent team meetings.
Serve as the proposal coordinator (and fill any additional roles as needed).
Bachelor's Degree required
1-3 years of Administrative work experience
Proficient spreadsheet skills and general working knowledge of MS Office and Outlook required.
Professional attitude and demeanor, a willingness to work within the corporate structure and an enthusiasm to learn.
High level of self-management and organizational skill.
High attention to detail and time management.
Able to support multiple projects and adjust priorities to meet abbreviated timeframes.
Demonstrated experience managing multiple tasks and deliverables simultaneously.