Project and Logistics Manager (Project Manager II) At EnCompass

Position Description

The Project and Logistics Manager (Project Manager II) supports efficient, effective, and compliant implementation of the USAID Worldwide Training Services (WTS) activity, which is a single-award Blanket Purchase Agreement (BPA) focused on providing high quality training services and support to USAID offices worldwide. This activity is housed within the Learning & Leadership Development (L&LD) practice area of EnCompass. This position plays a critical role in project management by effectively implementing organizational budget and project management frameworks and processes, applying lessons learned, and improving teams’ performance using EnCompass procedures, systems, tools, and resources. This individual is expected to lead the Project Operations Management (POM) team and all financial, administrative, and logistical efforts across the WTS BPA and its call orders in close collaboration and coordination with the BPA Director. The position will also work closely with practice area leadership (Vice Presidents, Directors, Associate Directors, and the L&LD Senior Project Manager) as well as with the Finance, Contracts, and Talent Management offices, among others. The Project and Logistics Manager II will seek to ensure efficiencies across the BPA and its call orders while supporting technical team members so they can deliver high-quality results within the project’s budget, scope, schedule, and standards. The Project and Logistics Manager II reports to the Project Director and works closely with the L&LD Senior Project Manager and Associate Director of Operations.

Must be legally authorized to work in the US for any employer without sponsorship.

Position Duties and Responsibilities

Essential functions include:

• Works with practice area leadership, project teams, the Project Operations and Management (POM) Function, and the Finance, Contracts, and Talent Management teams to develop and maintain proper project operations and management standards and procedures related to contracts management, financial management, talent management, travel and logistics management, asset and resource management, knowledge and data management, and quality assurance management in line with EnCompass policies and procedures
• Ensures WTS implements, or appropriately adapts, project operations and management standards and procedures in BPA and call order start up, implementation, and close out, in compliance with client contract requirements and EnCompass policies and standards
• Ensures that the WTS team has adequate POM support through capacity-building and mentorship of project managers, project coordinators, and project assistants
• Mentors and oversees WTS project coordinators and assistants in the effective and efficient implementation of POM functions, standards, and processes and ensures technical team members understand and adhere to POM processes in their work
• Directly implements POM functions for the WTS BPA and its call orders, with guidance from the L&LD Senior Project Manager
• Resolves project management issues that have been escalated

Budgets/Finance/Contracts

• Effectively manages all aspects of financial monitoring and reporting for WTS at the BPA and call order levels, with support from Project Manager I and project coordinators at the call order level
• Oversees projections, monitoring, and analysis of project burn rate and profitability, including level of effort burn, subcontractors’ costs, expense reports, deliverables, etc. to ensure profitability, contract compliance, and alignment to company policies and procedures
• Proactively identifies financial variations and manages financial risks with the L&LD Senior Project Manager, Associate Director of Operations, the WTS Project Director, and relevant call order leads
• Oversees preparation of call order budgets, contract modifications, and subsequent tracking
• Contributes to meeting project revenue and profit goals by advising on approaches and solutions to increase operational effectiveness and efficiencies
• Reviews monthly invoices and works with contracts and finance representatives to ensure billing schedule in EnCompass accounting system is kept accurate and up-to-date
• Provides overall financial and contractual management for consultants and subcontractors with support from the WTS POM team

Logistics Support

• Oversee schedules and assignments across call orders in coordination with Training Advisor and with support from POM team members (Project Manager I, Project Coordinator, and/or Project Assistant).
• Support the POM team in ensuring high quality course deliveries across call orders, including through regular communications with Missions regarding logistics, management of consultant and staff travel arrangements including visa procurement, and timely printing and shipping of course materials.

Project Management Support

• Works closely with the WTS Project Director and technical leads on monitoring contract performance at the BPA and call order level: e.g., quality of service and products, timeliness, cost control, general management, responsiveness, subcontractor management, key personnel, regulatory compliance
• Identifies, develops, and supports appropriate adaptation of project-specific checklists/processes/tracking tools/templates related to start up, implementation, and close out processes in compliance with contract requirements and organizational procedures
• Manages the Project Review process in collaboration with the Project Director
• Collaborates with project leads to identify, track, and communicate BPA and call order issues and risks, and advises on mitigation plans
• Mentors team members on project management and operational practices
• Manages POM support to WTS team with project implementation tasks such as developing work plan, staffing, training, procurement plans, quality control plan, communication plan, risk management plan, and project progress reports throughout the project life cycle
• Ensures that standard program reporting tasks are submitted in a compliant and timely manner
• Ensures the coordination of onboarding trainings/processes for new staff/consultants

Supervision

• Supports recruitment, hiring, and management of staff and consultants (at headquarters and in country programs)
• Supervises staff and consultants as needed

Knowledge Management, Business Development and Other

• Oversees knowledge management efforts within the WTS team, which includes SharePoint
• Coordinates the development of resources for practice area/teams’ communications pages
• Collaborates with other Managers and the L&LD Senior Project Manager to build out and socialize approaches, toolkits, and capacity development resources
• Provides inputs and reviews technical and cost proposals as requested by the Business Development (BD) team
• Engages fully as a member of the EnCompass staff team, including participating in staff meetings and other EnCompass
• Other duties as assigned

Position Requirements

Qualifications

• Minimum of a High School diploma and 11 years of experience; Associate’s degree and 9 years of experience; Bachelor’s Degree and 7 years of experience; Master’s degree and 5 years of experience; or a PhD and 3 years of experience

Experience and Skills

• Minimum of 3 years of project management experience, including experience in:
  • Supporting and tracking contracts or task orders and deliverables
  • Supporting staff and consultants in all operational aspects of a project
  • Developing and monitoring budgets for project activities
• Experience managing projects focused on adult learning, instructional design, and/or training and facilitation programs preferred
• Experience working with U.S. Government-funded programs—USAID experience strongly preferred—as well as with international organizations such as the U.N., NGOs, or the private sector
• Diplomacy, strong (exceptional? Excellent?) client relations skills, and a customer service mindset
• A customer service mindset
• Excellent management, organization, communication (verbal and written) and problem-solving skills with the ability to prioritize assignments and meet required deadlines
• Ability to confidently engage with staff at all levels to define needs and expectations, collaborate on projects, and communicate results
• Ability to deal sensitively in multi-cultural environments and diplomatically work, and build effective working relations, with clients and colleagues
• Flexibility in working in a dynamic environment managing multiple activities, ad hoc requests, and changing requirements
• Ability to integrate diverse information from varied sources
• Adept at identifying and framing problems, setting priorities, and making critical assessments
• Committed to providing the highest level of service to clients and technical teams
• Expertise in project management software (SharePoint, MS Project, etc..), word processing, database management, spreadsheets (Excel), and web-based programs
• Ability to travel required
• Excellent verbal and written English language skills, knowledge of Spanish or French language a plus
• Experience working or living overseas preferred
• Ability to work in an appreciative, strengths-based environment and to guide others in using an appreciative approach

How to Apply

Please submit CV and cover letter

EnCompass LLC is a progressive Equal Opportunity Employer. We promote, celebrate, and support a diverse and inclusive organizational culture and workforce. We are committed to providing all of our employees with an environment free from discrimination and harassment, where all are treated with dignity and respect. We do not tolerate, and explicitly prohibit, discrimination or harassment of any kind, at any time, in all aspects of employment. This includes recruitment, hiring, promotions, disciplinary measures, terminations, compensation, benefits, social and recreational programs, and training. EnCompass also does not tolerate retaliation against individuals who report discrimination or harassment. Our continuing commitment to the principle of Equal Opportunity Employment for all means all employment decisions are based only on the job requirements, the candidate’s qualifications, and the needs of EnCompass as a business—not on race, color, ethnicity, national origin, religion, belief, sex (including pregnancy and related medical conditions), gender identity or expression, sexual orientation, age, disability status, veteran status, genetic information, HIV status, family/marital/parental status, or any other status protected by the laws and regulations in the jurisdictions where we work.

For US based positions: The employer will make reasonable accommodations in compliance with the Americans with Disabilities Act of 1990.

The above statements are intended to describe the general nature and level of work being performed by individuals assigned to this position. They are not intended to be an exhaustive list of all duties, responsibilities, and skills required of personnel so classified.

The incumbent must be able to work in a fast-paced environment with demonstrated ability to juggle and prioritize multiple, competing tasks and demands and to seek supervisory assistance as appropriate.

If you require accommodations in line with the Americans with Disabilities Act to complete your application, please call 301-287-8700, provide your contact information and a description of your accessibility issue. We will make a determination on your request for reasonable accommodation on a case-by-case-basis, and we will call you back within approximately 3 business days.

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