Senior Program Associate

Vienna, Virginia, US
Closing date
Dec 1, 2021

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About Us:

We are International Business & Technical Consultants, Inc. (IBTCI), a global consulting firm working some of the most complex and impactful development problems worldwide. We work on programs that help government agencies, private companies and donors improve the lives of others. At IBTCI you will be part of an inclusive team that provides expert solutions and advice to understand and address critical problems while giving you opportunities to succeed and grow.

Job Title: Senior Program Associate, GHEE

Department/Location: Global Health, Education and Economic Growth, Vienna VA

Reports To: Practice Director

Type: Regular Full-Time

Classification: Non-exempt


International Business and Technical Consultants, Inc. (IBTCI), a US-based international development consulting company, is seeking a Senior Program Associate, GHEE practice, to work in our Vienna, VA home office. This full-time position starts immediately for a skilled professional who has previous experience in a similar role. The candidate will provide administrative support for the Program Management and Business Development functions within the GHEE practice of IBTCI, as well as support technical implementation of research and evaluation, including data collection, analysis, and report writing. The SPA must be fluent in the English language, both oral and written, and have full proficiency of MS Office suite and some experience with analysis software (SPSS, Stata, NVivo, Atlas Ti, etc.). Excellent organizational skills and attention to detail are required. Prior work experience in International Development, knowledge of USAID policies and regulations, and experience with qualitative and quantitative data analysis is a plus. This position is located in Vienna, VA.


Project/ Task Order (TO) Management

Serve as the 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.

Coordinate and track project activities and personnel through planning, implementation and reporting phases, under the supervision of the Project Director or Chief of Party.

Participate in project award startup processes, including mobilizing IBTCI employees and consultants securing appropriate work permits and visas as needed.

Assist in the training/orientation of project/TO staff and consultants on IBTCI operations, procedures and tools.

Assist in the tracking of expenditures and carefully monitoring overall award level budget.

Provide information to IBTCI management for external reporting to USAID or client:

Review monthly costs (from subcontractors, field office reports, expatriate and local consultants' timesheets, TERs, invoices, etc.).

Assist in the development of cost projections.

Organize project budgets and work on their realignment when necessary.

Collaborate with 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:

Start-up/ Planning

Participate 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 and employees

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 team members 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, to include qualitative/ quantitative analysis, statistical analysis, research, writing, graphics, etc.

Provide research and other technical support to Programs including literature reviews, qualitative analysis, quantitative/statistical analysis, indicator reviews, and conducting program-related research support.

Providing communications support to Programs, including writing, editing, formatting, and graphics in preparing technical deliverables, such as reports and presentations.

Maintain communication with consultants and clients to ensure that consultants are supported throughout the course of their assignments and to ensure smooth implementation.


Implement administrative 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

Coordinate 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.

Draft non-technical sections of proposals (e.g. past performance and personnel) and contribute to technical sections of proposals.

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.

Identify sub-contractors and assist in preparing teaming agreements.

General Tasks

Work closely with the Practice management to coordinate and distribute tasks for Program Associates and part-time support staff.

Provide peer review on tasks implemented by Program Associates and part-time support staff.

Provide logistical support for workshops, meetings, trainings and USAID-sponsored conferences and other events.

Respond to other ad hoc requests as directed by the Practice/ Project management.

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.

Providing administrative support, including preparing contract request forms for consultants and field staff, corporate subcontracts, and purchase orders, assisting with recruitment of consultants or field staff, documenting meetings, and assisting with regular reporting and travel logistics.

Supporting business development efforts including recruitment for proposals; proposal management/coordination including deadline enforcement, timeline tracking; drafting requests for information/proposal sections; editing and formatting proposals; scheduling meetings and conference calls for proposals; conducting proposal research as requested.

Maintaining accurate and comprehensive electronic filing of project files, organized intuitively so others unfamiliar with the project can easily locate desired files.

Assist with social media outreach efforts.

Other duties as assigned.


Minimum Requirements:

At least five years of work experience for Bachelor's degree holders and three years of experience for Master's degree holders.

Mastery of word processing, spreadsheets, database use and presentation software (Microsoft Office) required.

Well-organized, attention to detail and able to handle multiple tasks simultaneously.

Experience using the internet for research.

At least a year of experience in either qualitative data coding and analysis, or quantitative data analysis and manipulation

Full proficiency in MS Office suite including Word and PowerPoint.

Excellent writing, research, and organizational skills.

Outstanding oral and written communication skills.

Flexibility and adaptability required.

Oral and written fluency in English required.

Education: Bachelor's degree in social sciences or related field is required. Master's degree preferred.

Preferred Knowledge, Skills and Abilities:

Previous field (international) experience a plus.

Experience with budget development and monitoring preferred.

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.

Excellent interpersonal and communication skills

Ability to format, edit, and proof written materials

Proven ability to work with all levels of the organization and across practices on multi-sectoral topics.

Self-starter with the ability to follow through all tasks to completion.

Experience with qualitative data coding and analysis using Dedoose, Atlas.ti, or NVivo

Experience with statistical data analysis using SPSS, Stata, or R

Experience implementing data collection using web-survey tools (Survey Monkey, etc.) or hand-held devices (SDK, etc.)

Excellent writing, research and organizational skills.

Sense of Humor.

Working Environment: Work is typically performed in an office environment. Currently the company is allowing for remote work due to COVID 19 in the District of Columbia, Maryland and Virginia (DMV) area. This can be updated by the company.

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: This position does not have supervisory responsibilities.

Travel: International travel may be required and may include travel to fragile and/or conflict-prone zones.

Work Authorization: Candidate must be authorized to work in the U.S.A. Visa sponsorship is not available for this position.

About the Organization:

IBTCI has been in business since 1987. We specialize in Monitoring, Evaluation, Research & Learning (MERL), Institutional Support (IS), Financial & Risk Management (FRM), Supply Chain Management & Procurement (SCMP); Social & Behavior Change (SBC) and Capacity Building. We provide these services across many sectors including, but not limited to, agriculture, resilience & food security, conflict & crisis, democracy & governance, economic growth & trade, education, energy & Infrastructure, environment & climate change, global health & WASH and humanitarian and disaster assistance. At IBTCI, our colleagues are encouraged to collaborate and be part of the solution while getting the tools and guidance needed to grow and support our clients' missions.

IBTCI is committed to a policy of equal employment opportunity for all persons without regard to race, color, religion, sex, gender identification, 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. VEVRAA Federal Contractor.

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

If you are an applicant with a disability that requires a reasonable accommodation to complete any part of the application process or are limited in the ability, or unable to use the online application system and need an alternative method for applying, you may contact the Talent Acquisition team at (url removed) (Do not send your resume to this account, for consideration please apply in our career page).

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