Position Description

EnCompass LLC is seeking a Senior Project Coordinator to provide logistical, administrative, and project management support for various programs conducted in Washington, DC and internationally. We are looking for someone who is highly organized, detail-oriented, proactive, and can coordinate multiple projects simultaneously. The Senior Project Coordinator will support project teams throughout the project life cycle and will also mentor and train Project Coordinators and Project Assistants as needed.

This is a full-time position located at the EnCompass principal office in Silver Spring, Maryland, and follows the EnCompass flexible hybrid work model with split time between telework and the office. This individual will be expected to work from client sites in the Washington, DC metro area, as needed.

Must be legally authorized to work in the US for any employer without sponsorship for a work visa or permit.

Position Duties and Responsibilities

Essential functions:

• As a member of the Project Operations Management (POM) function, supports the management of multiple, complex, client-facing projects, staying on top of concurrent project activities and competing deadlines. May be responsible for management of specific sub-tasks, activities, or objectives within a project.
• Supports Project Manager(s) in following and ensuring other project team members follow policies, standard procedures, and best practices, including donor rules and regulations
• Supports project activities and strategic company initiatives, including project startup, ongoing project operations and management, project close-out, and executing large-scale tasks or events
• Mentor and train new Project Coordinators and/or Project Assistants

Quality assurance:

• Supports project team to develop, maintain, and update work planning and tracking systems to ensure that tasks and deliverables proceed on time
• Supports project teams with communications and coordination, including documentation of important partner and client meetings and correspondence
• Supports timely, quality project deliverables, which may include tracking deliverables, coordinating technical inputs, editing translations, and light formatting or graphic design
• Creates and maintains project SharePoint files and organization for the designated project sites; maintains project records, project related knowledge management, and disseminates information about project results
• Schedules and supports project team in preparation of materials of internal Project Reviews
• Supports continuous process improvement by identifying and recommending procedural changes to improve efficiency; may serve as a liaison with other project teams to lead capacity building on new procedures
• At project start-up, schedules and prepares handovers and updates between the project team and other internal stakeholders (e.g. Business Development, Contracts)
• At project start-up, drafts critical project documentation and tools adhering to company templates, policies, and standard operating procedures

Financial management, procurement, and logistics:

• Supports project teams with budget tracking and forecasting
• Monitors Level of Effort (LOE) for staff and consultants
• Reviews vendor and consultant invoices for accuracy and completeness and prepares payments requests
• Supports project team in review of monthly client invoices for accuracy and completeness
• Leads coordination of standard complex procurements, which may include requesting and analyzing quotes, drafting supporting documentation, and drafting agreements or modifications; supports all project procurements as needed
• With Project Manager oversight, may lead more complex procurements or subcontracts
• Onboards independent consultants, manages the consultant agreement, reviews consultant invoices and expense reports for completeness and accuracy, ensures consultant documentation is accurate, up-to-date, and appropriately tracked
• Coordinates and arranges domestic and international travel for consultants and staff in compliance with company and donor rules and regulations

For projects with an overseas office:

• Backstops operations-related country-office tasks and ensures local team has access to relevant tools, documents, and other resources relevant to their operational tasks
• Reviews, prepares and submits, as assigned, monthly wire transfer requests, financial reports, and/or international payment requests, and prepares reports on foreign tax payments and processes foreign tax reports
• Supports project recruitment by drafting draft job descriptions, screening potential candidates for administrative positions, and interviewing. May serve as Hiring Manager and/or point of contact with Talent Acquisition for certain positions as appropriate
• Supports in-country procurement of supplies, equipment, and leases, and supports tracking and reporting of expendable and non-expendable equipment
• Supports the mobilization/demobilization of home office and field office staff during start-up and close-out
• Supports or leads training to new staff on relevant operational topics

Other:

• Supports or leads production of internal and external virtual meetings and training in Microsoft Teams, Zoom, and other platforms
• Supports business development efforts as assigned
• Engages fully as a member of the EnCompass staff team, including participating in staff meetings and other EnCompass events
• Other duties as assigned

Position Requirements

Qualifications

Academic Qualifications

• Minimum of a High School diploma and 10 years of experience or Associate’s degree and 8 years of experience or Bachelor’s degree and 6 years of experience, or Master’s degree and 4 year of experience

Experience and Skills

Required:

• Minimum 2 years of experience providing operational support to USAID-funded project teams in international development
• Knowledge of US Government reporting, compliance, and other contractual regulations

Preferred:

• Experience supporting USAID-funded acquisition awards and subcontracts desirable
• Exceptional organizational skills and attention to detail
• Ability to organize, manage, prioritize, and follow through on multiple tasks in a fast-paced, deadline-driven environment
• Excellent verbal communication and writing skills
• Previous financial management experience
• International work, study, or cross-cultural experience
• Proven capacity to take initiative and willingness to learn new skills as needed
• Strong work ethic and the ability to work well independently and as part of a team
• Excellent verbal and written English language skills, professional fluency in Spanish, French or other languages a plus
• Previous event planning and management experience
• Proficiency in Microsoft applications, particularly SharePoint, Word, Excel, and PowerPoint
• Outstanding interpersonal skills and ability to interact with individuals at all levels
• Ability to handle confidential information with discretion
• Ability to use an appreciative approach in client and colleague interactions and coaching others in developing these techniques

How to Apply

• Please submit CV and cover letter

Estimated Starting Pay Range:

The pay range for this role allows for the wide variety of factors that are considered in making compensation decisions including, but not limited to skill sets, experience and training, certifications, and other business and organizational needs. At EnCompass, it is not typical for an individual to be hired at or near the top of the range for their role and compensation decisions are dependent on the facts and circumstances of each case. A reasonable estimate of the current range is $71,500 -$83,000

• Use of Artificial Intelligence (AI) programs to write your application materials or to submit answers to screening questions could disqualify your application and/or candidacy.
• If the position is approved for remote work you will only be considered if you reside in a state where EnCompass is registered. If you have questions, please contact recruiting@ encompassworld.com, with the subject line: Where is EnCompass Registered?
• Applications and CVs sent to the aforementioned inbox will not be considered

EnCompass LLC is a progressive Equal Opportunity Employer. We promote, celebrate, and support a diverse and inclusive organizational culture and workforce. We are committed to providing all of our employees with an environment free from discrimination and harassment, where all are treated with dignity and respect. We do not tolerate, and explicitly prohibit, discrimination or harassment of any kind, at any time, in all aspects of employment. This includes recruitment, hiring, promotions, disciplinary measures, terminations, compensation, benefits, social and recreational programs, and training. EnCompass also does not tolerate retaliation against individuals who report discrimination or harassment. Our continuing commitment to the principle of Equal Opportunity Employment for all means all employment decisions are based only on the job requirements, the candidate’s qualifications, and the needs of EnCompass as a business—not on race, color, ethnicity, national origin, religion, belief, sex (including pregnancy and related medical conditions), gender identity or expression, sexual orientation, age, disability status, veteran status, genetic information, HIV status, family/marital/parental status, or any other status protected by the laws and regulations in the jurisdictions where we work.

For US based positions: The employer will make reasonable accommodations in compliance with the Americans with Disabilities Act of 1990.

The above statements are intended to describe the general nature and level of work being performed by individuals assigned to this position. They are not intended to be an exhaustive list of all duties, responsibilities, and skills required of personnel so classified.

The incumbent must be able to work in a fast-paced environment with demonstrated ability to juggle and prioritize multiple, competing tasks and demands and to seek supervisory assistance as appropriate.

If you require accommodations in line with the Americans with Disabilities Act to complete your application, please call 301-287-8700, provide your contact information and a description of your accessibility issue. We will make a determination on your request for reasonable accommodation on a case-by-case-basis, and we will call you back within approximately 3 business days.

EEO is the Law & EEO is the Law Supplement, Pay Transparency Nondiscrimination Provision

VEVRAA Notice

At EnCompass, our internal motto is "work that fits your life". Among other things, we offer the following Total Rewards Benefits* to eligible US Staff:

• Multiple options on Healthcare insurance
• Company paid Dental & Vision coverage
• Company paid term life insurance, AD&D Insurance, and Disability insurance
• Supplemental life insurance
• Flexible Spending Account (Health care and Dependent care FSA)
• 401K with an Employer match
• Hybrid/Remote work privileges
• Flexible work schedules
• Free EAP & ERP
• Paid Parental Leave
• Training and Professional Development resources and funds
• Generous PTO, increases with years of service
• 11 paid Holidays (2 of which are floating), including Juneteenth
• Paid Bereavement Leave
• Charitable Donation Match
• Pet insurance
• Equity & Belonging support
• Commuter Benefits

*Certain benefits are subject to restrictions depending on location, job requirements and employment status