Programme Administrator

3 months ago

London, United Kingdom Chemonics Full time

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**Background***

Since formally launching Chemonics UK in May 2019, we have established a strong and diverse portfolio of UK Aid-funded programmes as well as partnerships with donors including the Dutch Development Bank and more. We work with government and development sector counterparts across three continents to deliver programmes in sectors including climate action, education, governance, peacebuilding, stabilisation, social cohesion, and research.

**Purpose***

The Programme Administrator provides entry-level support with project administration and completes professional and administrative tasks related to supporting global project(s) implementation in the UK Division. Supports proposal and new business development efforts within the UK Division and company wide.

**Key Responsibilities**:
**Human Resources, Recruitment, and Personnel Backstopping**
- Provides travel support for employees/consultants by gathering relevant travel information, reserving tickets, and seeking necessary travel authorisations and approvals; liaises with traveler to collect expense reports and required backup documentation.
- Manages administration of international employee/consultant allowances.
- Manages consultant timesheet and invoicing process including initial review, seeking required approvals, submission of invoice package through relevant systems, tracking payments, and updating relevant trackers.
- Facilitates securing residency permits, tax documentation, and housing for international staff.

**Subcontracts, Procurement, and Funds/Grants Management**
- Supports programme procurements including drafting solicitation documents, conducting administrative due diligence reviews, and facilitating approvals and signatures as required.
- Reviews and submits subcontract and subaward invoices and backup documentation; liaises closely with partners on contractual issues or financial questions; submits invoice package through relevant systems; tracks payments; updates relevant trackers.
- Maintains subcontract/subaward databases, such as prompt payment data, as appropriate
- Works closely with programme counterparts such as the Project accountants and Project managers.
- Reviews local programme office expenses and ensures completeness and archiving of supporting documentation

**Deliverables and Reporting**
- Supports coordination of programme deliverables as appropriate.
- Provides copy-editing support for programme deliverables

**Administration and Ad Hoc**
- Conducts comprehensive inventory of project hard-copy and electronic files based on filing guidance and desk review inventory checklists.
- Schedules meetings, prepares agendas, and capture notes as appropriate.
- Leads Project Management Unit (PMU) efforts to keep complete files and comprehensive project documentation by saving relevant project documents and approvals to project SharePoint files and facilitating document reviews and file audits as appropriate.
- Monitors and responds to ad hoc requests for programme information from corporate and programme offices.
- Any other duties as required by the line manager that are commensurate with the grade

**Person** S** **pecification**:
**Essential Skills**
- Experience with data entry, filing, cataloguing, retrieving, and preserving records preferred.
- Communicates clearly and concisely in both verbal and written communications; strong cross-culture communication and sensitivity skills.
- Demonstrated experience multitasking with attention to detail, organisation, and time management skills in a fast-paced environment.
- Demonstrated experience following standard practices and procedures, receiving general instruction and supervision, and contributing to projects and initiatives, whether in an academic or business setting.
- Excellent customer service and interpersonal skills.
- Works independently and as part of a team.
- Demonstrated resourcefulness in problem-solving and initiative to learn new skills.
- Foreign language proficiency in a relevant region we operate in is preferred.

**Education / Professional Skills**
- Degree or equivalent work experience in an office environment preferred.

**Other**
- UK work authorisation or ability to obtain it required.

***

**This position is located outside the U.S.

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