Senior Program Associate

1 month ago
Regular Full-Time


 Job Title:                                          Senior Program Associate

Department/Location:                   Global Health

Reports To:                                       VP, Technical Services

Type:                                                  Regular Full-Time

Classification:                                   Non-exempt



The Senior Program Associate will coordinate financial, administrative, operational, logistics for projects.  S/he will also support business development efforts.  Specifically, the Senior Program Associate assumes primary responsibility for the following tasks and activities:


Essential Duties/Tasks and Responsibilities:

Project/TO Management

  • Serve as the main point of contact for designated projects or Task Orders (TOs) and liaising with other IBTCI offices to respond to administrative and logistical Task Order requirements.
  • Maintain full knowledge of the project/TO issues, including current information on the operational environment and potential risks.
  • Manage and track project activities and personnel through planning, implementation and reporting phases, under the supervision of the Project Director or Chief of Party.
  • Maintain regular communication, through frequent phone calls with project employees, consultants and/or country field offices to ensure that IBTCI staff and consultants are supported throughout the course of their assignments facilitating smooth work implementation.
  • Participate in project award startup processes, including mobilizing IBTCI employees and consultants securing appropriate work permits and visas as needed.
  • Train/orient project/TO staff and consultants on IBTCI operations, procedures and tools.
  • Secure USAID approval on IBTCI employees and/or consultant travel.
  • Coordinate preparation to TO-related employment and other agreements.
  • Track expenditures and carefully monitor overall award level budget.
  • In collaboration with Accounting, manage internal project/TO financial reporting and systems.
  • Provide information for external reporting to USAID or client:
    • Review monthly costs (from subcontractors, field office reports, expatriate and local consultants’ timesheets, TERs, invoices, etc.).
    • Develop cost projections.
    • Manage project budgets and realign when necessary.
  • Supervise and monitor local legal and logistical providers’ contracts and services as necessary.
  • Assist TO/project staff employees and consultants in the development of reports, work plans and other contractual obligations and ensure timely submission and quality of content.
  • Ensure TO and project-related intellectual capital is properly captured, filed and disseminated.
  • Travel to field sites to provide support as needed.


Specific TO/assignment Tasks

            Planning and Logistics Preparation

  • Assist in the TO/assignment planning process, which includes refining scopes of work and cost estimates, developing implementation timelines, etc.
  • Recruit short- and long-term consultants.
  • Arrange all logistical support for client technical experts, consultants and teams both in the United States and overseas.
  • Coordinate Team Planning Meetings.
  • Work with project consultants to ensure completion of financial forms and other paperwork.


  • Collect and distribute background materials for team members.
  • Monitor and track assignment and task order progress.
  • Conduct technical inputs, as needed, and direction to include statistical analysis, research, writing, graphics, etc.
  • Maintain communication with consultants and clients to ensure that consultants are supported throughout the course of their assignments and to ensure smooth implementation.


  • Implement clerical close-out of project/TO/assignment files.
  • Support timely and orderly TO and/or project-related closeout, including ensuring satisfactory completion of the activity and completion of performance evaluation forms from both clients and employees.
  • Ensure completion of activity and consultant performance evaluation forms.

Business Development

  • Manage recruitment efforts, monitor recruitment applications and follow-up with candidates.
  • Search consultant databases to short list consultants and staff; maintain recruitment matrices for specific positions.
  • Assist in drafting technical and non-technical sections of proposals (e.g. past performance and personnel).
  • Submit final technical and cost proposals to relevant agencies.
  • Create and maintain Proposal Checklists when working on a proposal.
  • Oversee research on potential procurements and tender appropriate for the practice.
  • Conduct background research on specific proposals which will inform the preparation of a technical approach.
  • Assist in identifying sub-contractors and assist in preparing teaming agreements.
  • Work closely with the Practice VP to manage and distribute workload between Program Associates and Interns.
  • Delegate tasks to Program Associates and Interns; provide oversight and monitor performance.
  • Provide logistical support for workshops, meetings, trainings and USAID-sponsored conferences and other events.
  • Respond to other requests as directed by the Practice VP, Project Director or Chief of Party.
  • Participate in team-wide meetings and initiatives.
  • Promote integration and cross fertilization of ideas and information and among TOs and projects.
  • Participate in initiatives within IBTCI related to assistant Corporate Operations with developing standards, policies, management tools, training based on project experience.


Required Knowledge, Skills and Abilities:

  • Previous field experience a plus.
  • Outstanding oral and written communication skills.
  • Experience with budget development and monitoring preferred.
  • Well-organized, attention to detail and able to handle multiple tasks simultaneously.
  • Demonstrated ability to problem-solve complex issues using strong analytical skills and proactively anticipate work requirements.
  • Works well with minimal supervision.
  • Oral and written fluency in a foreign language preferred.


Minimum Requirements:

  • At least five years of work experience for Bachelor’s degree holders and three years of experience for Master’s degree holders.
  • Flexibility and adaptability required.
  • Mastery of word processing, spreadsheets, database use and presentation software (Microsoft Office) required.
  • Experience using the internet for research required.
  • Oral and written fluency in English required.



  • Bachelor’s degree in international affairs, business administration or related field required; Master’s degree preferred.


Working Environment:  Work is typically performed in an office environment.


Physical Requirements:  This is largely a sedentary position that requires the ability to speak, hear, see, and lift small objects up to 20 lbs.


Supervisory Responsibility:  None.


Travel:  International travel may be required.


Work Authorization:  Candidate must be authorized to work in the U.S.A.



No phone calls please.  All candidates will be acknowledged, but only final candidates for particular activities will be contacted.




IBTCI is committed to a policy of equal employment opportunity for all persons without regard to race, color, religion, sex, age, marital status, disability, sexual orientation, national origin, disabled veteran or Vietnam-era veteran, or any other classification protected by applicable anti-discrimination laws.  We prohibit and do not tolerate any form of discrimination or harassment.



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