Project Specialist

  • Location:
  • Salary:
  • Job type:
  • Posted:
    4 days ago
  • Category:
    Programme and Project Management
  • Deadline:


Organization: ACDI/VOCA
Deadline: 10-Apr-23

The Project Specialist I (PS I) is responsible for providing primary support to Tanager projects, new business proposals, and technical/subject matter initiatives. The PS I demonstrates proficiency in Tanager and ACDI/VOCA Group’s systems and procedures, understands donor regulations, and performs tasks with autonomy and good judgement. The PS provides day-to-day guidance and serves as coach to junior staff. The candidate must be a creative self-starter who can work collaboratively in a flat organizational structure with colleagues across multiple continents. The PM I seeks cross-organizational collaboration, alignment, and synergies with systems and services of the AV Group.



Project Operations

  • Assist with personnel recruitment and hiring.
  • Develop and format scopes of work for consultants and volunteers, search consultant databases and screen CVs.
  • Process requests for field personnel hiring, support field staff mobilization and repatriation.
  • Make travel arrangements.
  • Review and process expense reports.
  • Update the volunteer tracking system, if applicable.
  • Assist HR in the creation and updating of country employee manuals, as requested.
  • Collect approval signatures necessary for authentication, notary, power of attorney, etc.
  • Provide project start-up and closeout support, draft start-up and closeout plans and trackers under guidance.
  • Collaborate with other departments and timely respond to requests for information.
  • Maintain the project’s SharePoint sites and document libraries.
  • Other duties as assigned.

Project Financial Management

  • Develop and maintain the project’s budget tracker.
  • Assist Associate Managers with preparation of budget projections.
  • Assist the Associate Managers with financial information gathering and reporting, including budget performance, burn rates, obligations, cost share, etc.
  • Process monthly advance requests and financial reports, review for accuracy, completeness, and compliance with contractual and programmatic requirements.
  • Process and review payment requests for accuracy, completeness, and compliance.
  • Track subcontractor invoices, payments, obligations, and other financial information.

Procurement, Subawards and Grants

  • Support the procurement of goods and services, subcontract, and grant management.
  • Prepare and review all pertinent documents for completeness and accuracy, ensure that the documentation is in compliance with the organizational policies and procedures, award document and donor regulations.
  • Draft approval requests to the donor under guidance from the Associate Managers and/or Country Representatives.
  • Maintain the project approvals tracker.

Work Plan, Reporting and Technical Deliverables

  • Work with the Associate Managers and the field team to ensure the project’s compliance with deliverable requirements and schedules.
  • Edit project monthly, quarterly, and annual reports and other deliverables.
  • Contribute to the development of communications products and success stories.
  • Update project profiles and contribute content to Tanager’s information sharing platforms.


Organizational Strategy and Organizational Development

  • Assist with pre-positioning and reconnaissance efforts, including research of technical and financial information; participate in reconnaissance trips as appropriate.
  • Assist with reconnaissance trip logistics.
  • Serve as proposal coordinator, pricer, or in other proposal roles.
  • Draft resumes and proposal sections, such as corporate capabilities, management, personnel, and past performance.
  • Under guidance, draft or/and contribute to Expressions of Interest, Concept Papers, and other technical sections.


  • Contribute to technical/subject matter initiatives including research, tool developments, or short-term assignments.
  • Participate in technical/subject matter task forces, working groups or communities of practice.
  • Under guidance, provide support to the project’s implementation of the gender strategy, M&E plan, and environmental compliance strategy.


  • Provide guidance and coaching to junior staff on day-to-day project support tasks and functions.
  • Facilitate meetings and group discussions.
  • Facilitate collaboration between HQ and field staff, internal departments, and external partners.
  • Provide consistent and clear guidance and policy updates to field teams.
  • Provide surge coverage for other Project Coordinators and Project Assistants during absences or in times of excessive demands.
  • Support and enhance the company’s culture of diversity, equity, and inclusion and align with our corporate values by treating others with respect and congeniality.
  • Other duties as assigned.