In April 2014, the United States Agency for International Development (USAID) launched the U.S. Global Development Lab, a new entity that brings together a diverse set of partners to discover, test, and scale breakthrough solutions that will help achieve the Agency’s goal of ending extreme poverty by 2030.
The Lab aims to harness the power of science, technology, innovation and partnership (STIP) to source and scale solutions that accelerate achievement of foreign policy and development goals, building on previous successful efforts utilizing science and technology in addressing development problems. The Center for Development Innovation (Lab/DI) is one of five centers comprise the Lab. Lab/DI is home to innovation sourcing and acceleration programming via its programs, Development Innovation Ventures (DIV), Innovation Design, and Grand Challenges for Development.
In support of its efforts to promote innovative programming within the agency, Lab/DI awarded the Professional Management Consulting services contract to DAI in September 2014. Under this 4 year contract, DAI will provide support to the Lab/DI and potentially other centers and offices within the Lab and USAID Missions around world, to develop pipelines for new breakthroughs by harnessing the best in American and global innovation and entrepreneurship and engaging scientific communities.
The Operations Assistant will provide support to the Associate Operations Manager to ensure efficient management of the operational aspects of the project as well as overall compliance with contractual requirements, DAI policies, USAID regulations and local law. S/he will assist in the day-to-day work of project operations in cooperation with other staff, including coordinating operational systems related to finance, procurement, personnel mobilization, and record management. Responsibilities include:
Personnel and Recruitment
Coordinate project recruitment procedures including posting opportunities on external websites, collecting CVs and transmitting them to the appropriate project staff, scheduling interviews and coordinating a selection decision if necessary, reviewing and verifying EBDs, working with the Associate Operations Manager to justify and propose a rate, and conducting an initial assessment of MOBIS labor category.
Coordinate logistics surrounding project procurement processes, including developing rudimentary solicitations and vendor lists for simplified acquisition procurements, and issuing them after Associate Operations Manager review.
For complex best value procurements, Operations Assistant will coordinate the paperwork for proper conduct of procurement processes, including collecting NDAs from technical leads, transmitting standard documents to both vendors and technical evaluators, taking notes during technical evaluation committees, and collecting procurement records for finalization by the Associate Operations Manager.
Assist in subcontractor onboarding and vendor management including ensuring contracts are fully-executed and procurement files are complete per procurement requirements.
Financial and Budget Management
Review expense reports from project staff to ensure compliance with DAI finance and accounting procedures and project policies.
Coordinate supplier setup for subsequent payment of vendors in Oracle.
Review and conduct analysis of budget estimates and ongoing project expenses for allowability, allocability, reasonableness and accuracy.
As needed, assist the Associate Operations Manager in developing financial analyses based on actual costs incurred.
General Operations & Administration
Maintain communication with DAI’s home office staff on administrative and operational aspects of the project.
Ensure that project inventory remains up to date and that all inventory is tracked according to DAI policy.
Curate administrative records; including project procurement, personnel, and finance documentation; maintaining a rational, straightforward hierarchy in accordance with the project records map.
Train all new and current staff on personnel policies, administrative procedures and procurement.
2-3 years of prior work experience in international development or government
Exhibited experience in budget management, process management and working in a team atmosphere
Outstanding project and process management skills