HS4TB Project Specialist At Management Sciences for Health

This HS4TB Project Coordinator position provides administrative and logistical support to HS4TB project management.

The PC is a member of the Health Systems for TB (HS4TB) Program’s management team and works in line with guidance from the Program Delivery Group’s Center for Project Management Excellence. The PC supports the HS4TB management team to deliver project results on time and within budget, while maintaining MSH’s strong reputation with donors and stakeholders.

This position coordinates HS4TB operations including planning, implementing, and monitoring of core and country projects. The incumbent is responsible for prompt and seamless communication and follow-up with country/project teams, MSH business units, consultants, and partners.

Primary accountabilities are:

• Provide support to the HS4TB management team including logistics, procurement, security, travel, consultants, calendar management, meeting management, and files and minutes management, etc.
• Maintain clear communication with MSH business units, offices, and different project staff and teams to facilitate efficient and smooth project support functions.
• Maintain global project management systems and tools for centralized management and oversight of numerous activities and initiatives (e.g., deliverables, workplans, calendars, contacts, consultants, subcontractors, procurement, travel).
• Support work planning processes, and project implementation including work assignments and deliverables.
• Set up and then oversee file management systems, maintain project files, including a library of reports and technical resources.
• Ensure project meetings are planned in advance; with background materials and agenda items compiled and shared. Take notes during each meeting to disseminate, follow up on action items. Coordinate logistics for meetings with project partners, stakeholders, and donors including USAID.
• Contribute to internal and external communications, including writing, editing, and formatting correspondence, communications, presentations, reports, webpages, and other documents.
• Support management of consultants, including recruitment, onboarding, and invoice processing; support procurement requisition processes.

Project Operations Support (75%)

Project Operations

• Plan and manage activities related to project support, including logistics, procurement, security, travel, consultants, calendar management, meeting management, and files and minutes management, etc.
• Maintain project management systems and tools for centralized management and oversight of numerous activities and initiatives (e.g. deliverables, workplans, calendars, contacts, consultants, subcontractors, procurement, travel). Oversee development and maintenance of internal project pending lists, trackers, and meeting agendas.
• Ensure resolution of all issues related to operations support needs of the project management team, tapping into expertise of content area experts as needed.
• Follow up on requests and processes with corporate business units. Gain familiarity with MSH policies and procedures to ensure projects are in alignment.
• Anticipate and manage administrative and operational activities, ensuring the Project Director and project management team is informed of and prepared for upcoming events, commitments, and responsibilities, with appropriate and timely follow up.
• Oversee file management systems and project files, including a library of reports and technical resources.
• Support management of consultants, including recruitment, onboarding, and invoice processing; support procurement requisition processes.
• Assist with subcontract/subaward monitoring and management, including tracking invoices, budgets, deliverables, and planning meetings.

Project Coordination/Liaison

• Act as liaison between project senior management team and other MSH staff, units, countries.
• Maintain clear communication with MSH business units, offices, and different project staff and teams to facilitate efficient and smooth project support functions.
• Manage project start-up or close-out processes, tailoring the MSH start-up or close-out toolkit to the project.

Project Meetings

• Plan project meetings in advance; compile and share background materials and agenda items. As needed, take notes during each meeting to disseminate and follow up on action items. Coordinate logistics for meetings with project partners, stakeholders, and donors including USAID.

Project Activity Planning, Monitoring, Reporting

• Support coordination of work planning processes, and support tracking work assignments, deliverables, and implementation together with assigned Project Officer(s).

Project Travel Coordination

• Ensure international or U.S. domestic travel for project management team, including hotel arrangements, are arranged and in compliance with USAID regulations and MSH procedures.
• Ensure travelers receive Memorandum of Engagement (containing all travel details) prior to departure.
• Oversee and/or provide support to project team members when traveling.

Project Communications (12.5%)

• Support project communications
• Contribute to internal and external communications, including writing, editing, and formatting correspondence, communications, presentations, reports, webpages, and other documents.
• Assist in preparing project presentations as requested.
• Ensure electronic archiving of documents, including submission of documents to DEC or MSH’s Institutional Memory.
• Monitor project materials and deliverables for alignment with project branding and marking plan.

Project, Donor, Partner, Stakeholder Relations (12.5%)

• Track donor requests. Coordinate across multiple teams and individuals for inputs and verification to ensure fast turnaround to USAID requests.
• Coordinate closely with project contracts officer to plan for formal correspondence with donor contract contacts.
• Maintain effective working and liaison relationships with project partners as well as external stakeholders.
• Follow up on contacts made by the Project Director and senior management team.

Position may require up to 30% US and international travel (though currently limited due to COVID-19 restrictions)

Education

Required: A bachelor degree in a field of study relevant to job responsibility or equivalent work experience.

Preferred: Master’s Degree

Experience

Required

3 years of relevant and related experience in project management. Knowledge of US Government funded programs, regulations, and requirements, and experience in the management of USAID-funded activities. Experience writing, editing, and formatting communications, reports, and presentations.

Preferred

5 years of demonstrated success and experience in project support and management. Direct overseas project work experience. Understanding of USAID and field Missions

Knowledge and Skills

• Experience in the management of USAID and other donor-funded activities (e.g., CDC, World Bank, DFID, Gates Foundation, Global Fund, foreign governments, etc.), including an understanding of donor requirements.
• Demonstrated experience planning, writing, and ensuring quality of project deliverables, including progress reports, technical reports, as well as other project correspondence and documentation.
• Strong interpersonal skills
• Able to assess priorities and solve problems using innovative, evidence-based solutions.
• Demonstrated ability to work independently and within and across multiple teams.
• Successful experience working in a home office environment.
• Proficiency with Microsoft Office products including Excel, Word, PowerPoint.

Competencies

• MSH Core Competencies: Information Sharing, Managing and Measuring work outputs, Negotiating.
• Demonstrated ability to succeed in a dynamic and fast-paced business environment.
• Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of client service and response.
• Demonstrated ability to assess priorities and manage a variety of activities with attention to detail.
• Adaptability, Communication, Problem Solving, Creativity and Innovation, Proactiveness, Quality and Timeliness of Work, Quality of Work and Team Relationships