BUY-IN OPERATIONS SPECIALIST
Buy-In Operations Specialist
Period of Performance On/About (From – To)
September 1, 2019
End of Project
Maximum Level of Effort
Base of Operations
The INVEST Program builds and flexibly deploys a network of experts from an array of organizations to frame and test customized financing solutions that address investment constraints, leverage additional capital, and generate development impacts to create value for USAID missions and operating units. The INVEST Program enables USAID to quickly access relevant expertise from a broad and diverse network of partners, provide tailored, co-created, customer-centric solutions, and drive cross-agency learning and advancement. Designed with a focus on researching, developing, and disseminating best-fit blended finance solutions, the INVEST Program pairs innovative technical approaches with new partnership models, and feeds learning back to USAID to inform its future initiatives in the areas of blended finance and private sector engagement.
The 5-year program has a small and dynamic management team based in Washington, DC with multiple field buy-ins. Given the flexible nature of this program, we anticipate this job description will evolve as the program grows.
The Buy-In Operations Specialist is a long-term position which will provide operational and administrative support to INVEST in the following areas: office management, administrative support to the project team and individual buy-in funded activities, compliance, and travel/security logistics. The Buy-In Operations Specialist will directly support one or more buy-in activities, providing day-to-day operational and administrative support to activity implementation. Working with a Strategic Investment Advisor and Activity Manager, the Buy-In Operations Specialist will identify and mobilize personnel, support technical and operational procurements, and provide administrative backstopping to ensure the successful implementation of buy-in activities under INVEST.
Objectives and Duties
- Provide administrative support for technical activities by reviewing expense reports from individuals and invoices from consultants and subcontractors; supporting any operational procurements; coordinating meeting logistics (scheduling, notetaking); and coordinating travel and security logistics;
- Support the maintenance of administrative records by saving and categorizing in a rational, straightforward hierarchy all documentation on shared file servers and project management systems in accordance with the project’s document saving protocol and norms;
- Independently trouble-shoots common problems and escalates more complex issues to the Activity Manager and follows up until resolved. Coordinates the administrative activities of the buy-in including mobilizing consultants, maintaining project files, requesting purchases for goods and services, ensuring submission of project deliverables;
- Support procurement efforts for the buy-in activity in both technical and operational areas, utilizing DAI procurement systems and compliant with USAID and DAI regulations and systems as well as USAID security vetting protocol;
- Support subcontractors’ deliverable management (tracking, filing, and submitting for payment);
- Draft and file USAID client approval requests and responses;
- Support compliance with contract terms and conditions by ensuring administrative aspects of the contracts, subcontracts, and buy-ins comply with applicable regulations and corporate policy;
- Provide support in areas of data management and reporting.
- Support lifecycle recruitment for open positions – create scopes of work, post positions, review CVs, set up interviews, draft client approval requests, work with Home Office counterparts to finalize agreements.
- Support consultants and short-term employees on DAI systems, timekeeping policies, reviewing time cards and expense reports, troubleshooting other HR issues.
- Provide event and meeting organization support as needed;
- Support and participate in key meetings with rapporteur duties as needed.
- Operations Specialist: Minimum of 2-3 years of professional experience and a Bachelor’s degree; or minimum of 1-2 years of professional experience and a Master’s degree;
- A self-directed individual with sound administrative skills, analytical ability, and strong operational focus
- Ability to manage multiple tasks and shift priorities quickly without compromising quality of work
- Ability to work in a cross-functional team
- Excellent written and verbal communication skills
- Experience providing support to teams and/or executives
- Data/systems/file management
Desirable but not required
- MBA degree;
- Experience in human resources and/or recruitment;
- Experience in finance, banking, or the investment industry;
- Experience supporting domestic and international travel.
- Event planning experience;
- Data/systems management.