Operations coordinator, OFC

NGO Jobs / UN Jobs Vacancy

Country: United States of America
Organization: Chemonics
Closing date: 28 Dec 2020

Chemonics seeks an Operations Coordinator for its Operations, Finance and Compliance Division (OFC) within its Global Health Supply Chain Office (GHSCO), located in Arlington, VA. The Operations Coordinator will support administrative and logistical operations for the GHSCO Executive team and the GHSCO Business Line. The Operations Coordinator will split their time between directly supporting the GHSCO Executive Vice President (EVP) and his team, and the OFC Senior Vice President (SVP) and OFC Division. This includes administrative support, staffing and recruitment, staff recognition and events, corporate budgeting, project support, and meeting logistics. Additionally, this position will address needs related to the establishment and maintenance of business line support and resolve internal operational issues. We are looking for individuals who have a passion for making a difference in the lives of people around the world.

Responsibilities include:

  • Coordinate divisional recruitments for associate- and administrative-level positions and facilitate onboarding of new staff
  • Provide support to employee transitions, such as updating and maintaining internal new employee orientation materials, adding/removing employees to/from divisional listservs, and submitting new desk-set-up requests
  • Track and update divisional expenditures against approved annual budgets, such as regional events spending and monthly staff reforecasting and variance projections
  • Support the OFC SVP, and the GHSCO EVP, 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
  • Support the Operations team implementing business operations strategies, plans, and procedures, and ensures consistency in all operations areas across the GHSCO
  • Update and maintain files, filing systems, and trackers maintained by the division
  • Coordinate and facilitate divisional meetings such as staff retreats, regular staff meetings, and staff celebratory events, including logistics, developing and sharing agendas, and other relevant meeting information
  • Liaise with support divisions to respond to requests for information, audit requests, and associated follow-ups/coordination with other divisions within the GHSCO, as needed
  • Organize 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
  • Track divisional timesheet completion and submission, runs periodic reports, and provides timely reminders to divisional staff
  • Provide administrative surge support to contracts and projects, including startups and closeouts
  • Share corporate information proactively and responsibly including forwarding announcements and reminders to division staff
  • Serve 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
  • Participate 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
  • Contribute to technical practice(s) as appropriate
  • Perform 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
  • 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
  • Demonstrated leadership, versatility, and integrity

How to apply:

Apply through our Career Center at https://chu.tbe.taleo.net/chu02/ats/careers/v2/viewRequisition?org=CHEMONICS&cws=50&rid=3955 by December 28, 2020. 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.

The protection of your personal data is important to Chemonics. If you are located in the EU, please read our EU Recruiting Data Privacy Notice to learn how we process your personal data.

COVID-19 Recruitment Information
Chemonics International is monitoring COVID-19 activity around the world. The health and wellbeing of our staff is of the utmost importance to us, and we continue to hire for all open roles with interviewing and on-boarding done virtually. Our new hires and current staff working from our Washington, DC, Arlington, VA, and London offices will temporarily work from home until it is safe to return to our offices.

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