WASHPaLS Operations Specialist

Tetra Tech

Arlington, VA, United States 🇺🇸

Operations Specialist – WASHPaLS

Arlington, VA
Mar 16, 2018

WASHPaLS Operations Specialist
The Operations Specialist (OS) is responsible for supporting the smooth and efficient operation of the program by providing administrative and logistical support. S/he supports the Operations and Finance Manager (OFM) in financial, subcontract and human resources management, as well as travel coordination, event preparation and project procurements. Based in the project office in Arlington, VA, the OS will also serve as a liaison between the project office and the home office on issues related to operations, finance, and logistics.


The OS will be responsible for the following tasks, among others assigned by the OFM.

Compliance/Filing Policy:
Work with the Home Office Project Management Team (HO PMT) team to ensure the project complies with USAID and Tetra Tech policies and procedures.
Draft Request for Approvals in coordination with the OFM and follow-up on requests as necessary and appropriate.
Maintain electronic operating files, technical reports, contract deliverables, and others as required by the filing policy. 
Ensure necessary documents are included on the project’s SharePoint site. 

Assist in the preparation of reports and presentations, including tracking reporting deadlines to ensure timely delivery.
As directed by the Project Director and/or OFM, coordinate the logistics for the mid-year and annual work-planning meetings.
Assist with meeting logistics, including scheduling, preparing agendas, taking and circulating notes, and following up on action items after meetings.
Update project task tracker as relevant and appropriate. 

Human Resources:
Support project recruitment efforts for consultants, including contacting candidates to determine availability and collecting CVs, salary histories and references; performing reference checks; documenting decisions leading to consultant selection. 
Prepare consultant agreements and travel packets.
Monitor submission of STTA deliverables and expense reports. 
Process consultant travel advances and consultant payment invoices and provide other support needed to ensure the SOW is completed successfully, including tracking LOE.
Coordinate flight and hotel bookings for staff and consultants with the Home Office Travel & Security unit and prepare travel packets. 

Subcontract Management:
Perform first review of subcontractor invoices to confirm all rates are correct and all costs allowable, and track staff LOE.
Review subcontractor requests for approval, including rate increases, new staff and international travel.
Monitor subcontractor budgets and obligated amounts

Financial Management: 
Support the OFM and HO PMT in managing the project budget, monitoring expenditures and preparing projections.
Prepare draft activity budgets and financial reports, including accruals, quarterly financial reports and work plan budgets.
Review draft invoices to USAID, working with the HO PMT and OFM to make necessary adjustments.


Bachelor’s degree in economics, finance, administration, business, or related field; 
Minimum of 2-3 years project management experience with international donors. 
Proven ability to draft quality correspondence and contributions for project required reports. 
Demonstrated inter-personal skills conducive to working in multiple countries, with a diverse set of actors (e.g. vendors, USAID officials, local government officials, and local staff). 
Previous experience supporting projects of a similar magnitude and complexity; 
Self-motivated and able to work with minimal guidance to achieve results;
Demonstrated ability to multi-task in a high-pressure work environment and work well in multi-disciplinary teams;
Proficient in use of Microsoft Office suite (Word, Excel, PowerPoint) and ability to troubleshoot basic information technology problems.
Energetic, enthusiastic, and positive collaborative team player.
U.S. citizenship or a valid U.S. work permit is mandatory.

To be considered, applicants must submit the following as part of this online application process:

* Letter of motivation explaining individual qualifications for this opportunity;
* A current CV in reverse chronological format; and
* List of 3 professional references including name, contact information, and professional relationship.

Please ensure that all necessary documents are uploaded, as incomplete applications and/or corrupt files may delay processing of your application or remove you from consideration. 

No phone calls will be accepted.

Please indicate where you saw Tetra Tech’s ad posted. 

Tetra Tech is a leading provider of consulting, engineering, and technical services worldwide. Our reputation rests on the technical expertise and dedication of our employees—16,000 people working together across disciplines and time zones to provide smart, sustainable solutions for challenging projects. We are proud to be home to leading technical experts in water, environment, infrastructure, resource management, energy, and international development. Tetra Tech combines the resources of a global, multibillion dollar company with local, client-focused delivery in 400 locations around the world. We offer competitive compensation and benefits and are searching for innovative people to join our teams. We are an equal opportunity employer: EOE AA/M/F/Vets/Disability.