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United States of America: Operations Associate, GHSCO

NGO/UN Job Vacancy

Organization: Chemonics
Country: United States of America
Closing date: 21 Nov 2017

Chemonics seeks an Operations Associate to work with the Operations Division of our Global Health and Supply Chain Office (GHSCO) located in our Arlington, VA office. The Associate will provide administrative support to staffing and recruitment, staff recognition and events, corporate budgeting, project support, and meeting logistics. The successful candidate will also provide direct support to the Chief Operating Officer (COO) and the Executive Vice President (EVP) of GHSCO. He or she will report directly to the Operations Manager. We are looking for individuals who have a passion for making a difference in the lives of people around the world!


  • Coordinates divisional recruitments for associate and administrative level positions and facilitates on-boarding of new staff.

  • Provides support to employee transitions, such as updating and maintaining internal new employee orientation materials, adding/removing employees to/from divisional list-serves, and submitting new desk-set-up requests.

  • Tracks and updates divisional expenditures against approved annual budgets, such as regional events spending and monthly staff re-forecasting and variance projections.

  • Supports the GHSCO Executive Vice President, the Chief Operating Officer (COO), and/or a member of the GHSCO leadership team, as assigned, by managing meetings and calendar invites, processing print requests, researching and providing guidance on corporate policies, ensuring that documents needing executive signature are processed in a timely fashion, making travel arrangements, scanning and saving all necessary documentation as appropriate, reviewing all overhead expense reports for executive approval, and providing other support as required.

  • Supports the Operations team implementing business operations strategies, plans, and procedures, and ensures consistency in all operations areas across the GHSCO.

  • Updates and maintains files, filing systems, and trackers maintained by the division.

  • Coordinates and facilitates divisional meetings such as staff retreats, regular staff meetings, and staff celebratory events, including logistics, developing and sharing agendas, and other relevant meeting information.

  • Liaises with support divisions to respond to requests for information, audit requests, and associated follow-ups/coordination with other divisions within the GHSCO, as needed.

  • Organizes staff teambuilding and business events including submitting catering requests, sending Outlook invites to the division, liaising with staff on room set-up, coordinating any required meeting materials, and liaising with external vendors as appropriate for off-site meetings/events.

  • Tracks divisional timesheet completion and submission, runs periodic reports, and provides timely reminders to regional staff.

  • Provides administrative surge support to contracts and projects, including startups and closeouts.

  • Shares corporate information proactively and responsibly including forwarding announcements and reminders to division staff.

  • Serves as a resource for divisional staff by checking in periodically and elevating issues or concerns to the operations manager or director as needed, and offering solutions as applicable.

  • Participates on proposal teams in specific line roles, including, but not limited to, past performance reviews (PPRs), corporate capabilities, resume formatting, expatriate and local recruitment, coordinator, section writer, cost volume, and subcontractor liaison.

  • Contributes to technical practice(s) as appropriate.

  • Supervises temporary and/or administrative staff when appropriate for periods between three and six months in length.

  • Serves as acting operations manager when necessary.

  • Performs other duties as required.


  • Bachelor’s degree or equivalent work experience.

  • Minimum one year of work experience in a professional office work environment.

  • Experience providing support to business leadership or executive level staff preferred.

  • Recruitment and/or budgeting experience preferred.

  • Demonstrated ability to communicate clearly and concisely in both verbal and written communications; strong cross-culture communication and sensitivity skills.

  • Demonstrated ability to handle routine administrative tasks and operational issues.

  • Experience supporting a corporate budgeting process preferred.

  • Ability to multitask with strong attention to detail, organization, and time management.

  • Demonstrated ability to follow standard practices and procedures, receive general instruction and supervision, and contribute to projects and initiatives.

  • Excellent customer service and interpersonal skills.

  • Ability to work independently and as part of a team.

  • Demonstrated resourcefulness in problem solving and initiative to learn new skills

  • Strong knowledge of MS Office applications.

  • Language proficiency for assigned geographic area assigned preferred.

  • Previous experience working in international development and/or living or conducting volunteer work in developing countries preferred.

  • Willingness to travel and work abroad in less developed countries for at least 4 to 8 weeks per year.

How to apply:

Apply through our Career Center at by November 21, 2017. No telephone inquiries, please. Finalists will be contacted.

Chemonics is an equal opportunity/Affirmative Action employer and does not discriminate in its selection and employment practices. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, political affiliation, sexual orientation, gender identity, marital status, disability, protected veteran status, genetic information, age, or other legally protected characteristics. Military veterans, AmeriCorps, Peace Corps, and other national service alumni are encouraged to apply.