Operations and Program Specialist

Operations and Program Specialist

City/Country Location Details Bethesda, Maryland, United States

Employment Status Full-Time Temporary

Job Type Project

Project Background

The Feed the Future Policy LINK project is a $77.5M cooperative agreement that will strengthen the capacity of local actors and institutions to lead and manage the agricultural transformation process and contribute effectively and collectively to improved, broad-based food security policy outcomes.

Specifically, the program aims to strengthen food security policy systems by investing in and reinforcing productive human and social capital and developing strategic partnerships that help bring these innovations and capacity investments to scale in order to achieve a critical mass of local actors with the ability and opportunity to effect positive policy change through collective action.

Policy LINK’s general approach is grounded in facilitative leadership and collaborative governance, which emphasize engaging stakeholders from civil society and public and private sectors in consensus-oriented decision making, collaborative problem solving, and adaptive learning.

Position Objectives

The Operations and Program Specialist will work under the supervision of the Associate Manager, Finance and Operations to support efficient, proactive day-to-day management of the project’s operations and finances. S/he will ensure adherence to agreement requirements, DAI procedures, and USAID regulations across the project. Additionally, the Operations and Program Specialist will assist with various aspects of the design and execution of Policy LINK program activities including coordination of activity team tasks and actions, documentation and reporting, and ensuring compliance and quality assurance. It is expected that more time will be spent on finance and operations support versus programmatic activity coordination, however the balance between tasks will vary over time depending on project needs.

The incumbent will continually reinforce Policy LINK’s agreed-upon core purpose and principles, and ensure all decision-making is rooted in the purpose and principles. S/he will contribute to a learning environment in which personal and team growth is supported, with a shared understanding that the “team” always comes before the “individual.”

Responsibilities

The Operations and Program Specialist will be responsible for the following:

Finance & Operations (approximately 80% time)

Under direction from the Associate Manager, Finance and Operations, support the maintenance of operating systems and tools, such as the Field Operations Manual (FOM), TAMIS workflows, and activity management tools with operational implications (such as procurement plans, budget tools).

Ensure operational and financial transactions across the project are adequately supported and any memos-to-file and deviations from procedures and policies sufficiently documented.

Develop and maintain discrete project trackers and data to ensure compliance and accurate record-keeping across operations, HR, and finance functions.

Conduct periodic reviews and/or audits of adherence to operational policies, systems, and regulations across the LINK countries of implementation.

Support the review of monthly USAID invoices for accuracy. Work with the Home Office Project Management Team to correct invoicing issues, including tracking and follow up to resolution.

For subawards and grants, execute tasks as delegated, which may include supporting buy-in level and Nairobi leads with conducting file reviews, cost verifications, and preparing necessary documentation.

Coordinate and contribute to recruitment efforts as requested by the HR and Recruitment Specialist, serving on agreed-upon interview panelsaccording to Policy LINK’s recruitment policy and process, contributing to position shortlists, developing or editing interview questions, conducting oral reference checks, and documenting recruitment decisions.

In coordination with the Associate Manager, Finance and Operations, support training and onboarding of new staff on topics such as procurement, TAMIS, activity budget management, and operational planning related to activities.

Work with the Global Ops Team to track/manage any key startup and closedown tasks, in coordination with hired STTA, home office colleagues, and new/departing country office colleagues.

Participate in weekly operations check in meetings with home office Project Associate, Project Manager, and Contracts Director.

Other duties may be assigned based on evolving project needs.

Program and Activity Coordination (approximately 20% time)

● Provide operational and administrative support (procurement and logistics) for US-based activities that may occasionally be organized, as well as activities organized in locations without a full Policy LINK presence.

○ Coordinate tasks such as venue procurement, participant travel coordination, and the hiring and management of independent consultants.

● Support the conceptualization and operationalization of Concept Notes and Activity Descriptions for new Policy LINK interventions.

○ Provide budget inputs to develop cost projections for new prospective activities.

○ Conduct programmatic and operational research (i.e. remote and on occasion, in-person reconnaissance) to support the development of new concept notes and activity descriptions.

○ Provide writing and editing support for the development of Concept Notes and Activity Descriptions.

● When assigned a coordination role on active activities, support planning, execution, and follow up of tasks and deliverables per the activity description, work plan, and budget.

○ Support the overall conceptualization, development and smooth implementation of Policy LINK’s program activities;

○ Coordinate regular meetings and debriefs to set targets, review progress, coordinate teams and draw lessons for successful implementation of program activities;

○ Support the overall coordination towards preparation and facilitation of project trainings, meetings, workshops, seminars, conferences and events.

○ Support the preparation or review of draft documents (e.g., technical and workshop reports) to ensure quality and conformity with agreed templates, consistent with client and stakeholder requirements.

○ Support and maintain good communication and relationships with program partners, consultants and participants on matters regarding program activity, expectations, logistics, deliverables, timelines, and compliance requirements.

○ Represent Policy LINK in meetings and processes as required and appropriate, including scheduling, documenting, and following up on meetings with partners and USAID.

● Other duties may be assigned based on evolving project needs.

Reporting

The Operations and Program Specialist will report to the Associate Manager, Finance and Operations. The position will be expected to coordinate closely with the Chief of Party, DCOP – Operations & Finance, DCOP – Programs, HR and Recruitment Specialist, and other members of the Policy LINK global team.

Supervisory Responsibilities

The Operations and Program Specialist will not have any direct reports, though will serve as a mentor and resource on DAI policies to staff in Policy LINK’s offices in Ethiopia, Ghana, Bangladesh, Kenya, and any future buy-in offices.

Performance Criteria

Policy LINK is a performance-based project, highly dependent on individual and team core competencies. Each staff member will participate in an annual evaluation process and receive feedback.

Qualifications

Education:

Bachelors or masters degree in international development, business administration, public administration, economics, or another relevant field.

Experience:

Minimum of 3 years of professional experience, with at least one year minimum experience with USAID projects from the home office or in field settings; preference will be given to candidates with additional USAID experience and experience supporting cooperative agreements.

A demonstrated understanding of finance and procurement-related USG regulations.

Intimate familiarity with DAI internal project management systems and tools, policies and procedures.

Demonstrated knowledge of internal controls and audit processes (e.g., procurement, local subcontract agreements, etc.).

Experience supporting Washington, DC-funded projects that operate globally across multiple countries is preferred.

Experience working with programs focused on the core concepts of resilience, livelihoods, and food security is preferred.

Skills:

Attention to detail, with outstanding project and process management skills.

Effective communication, writing, and interpersonal skills.

Strong problem-solving skills, particularly with financial management and performance.

Proactive attitude and diligence in finalizing and completing tasks; critical thinker and self-starter who is able to work with minimal supervision and within established deadlines.

Strong organizational and coordination skills, with an ability to “manage up” and integrate necessary inputs from senior staff and stakeholders.

Compensation & Benefits

For employees working in the United States, the full-time equivalent annual base salary for this position is expected to be between $65,000 and $75,000. Salary for part-time employees will be prorated based on actual hours worked. Actual offers will be based on several factors, including, but not limited to, qualifications, relevant education, experience, skills, seniority, performance, and business or organizational needs.

Eligible U.S.-based employees can enroll in medical, dental, and vision insurance, plus a 401(k) retirement plan with a company match. Additionally, employees will be eligible for company-paid annual leave (vacation and holidays), sick leave, parental leave, and short—and long-term disability coverage. Detailed information will be provided at the time a formal offer is extended.

Equal Employment Opportunity

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, or status as a protected veteran.

DAI and its employees are committed to confronting discrimination in all forms, nurturing respect for our interpersonal relationships, and holding ourselves accountable for positive change within the company and in the communities, cultures, and countries in which we live and work. DAI is committed to attracting and retaining the best employees from all races, ethnicities, and backgrounds in our continued effort to become a better development partner.

DAI upholds the highest ethical standards. We are committed to preventing sexual exploitation, abuse, and harassment, as well as other ethical breaches. Therefore, all our positions are subject to stringent vetting and reference checks.

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