- Tracks, and when appropriate, reviews project and financial deliverables and reports for completeness and readiness for submission; may provide copy-editing support as needed.
- Schedules, supports, and leads meetings and presentations, prepares agenda, and capture notes as appropriate.
- Liaises directly with relevant support departments, such as human resources, finance and PMRO, to ensure project compliance with rules, regulations, and corporate policy, in consultation with programme manager or director as appropriate.
- Drafts and tracks administrative and financial project requests and changes to clients and partners, including approvals for staffing, financial reporting and tracking, activity modifications, and budget adjustments; may liaise with corporate office and project staff and partners staff to obtain information and submit approvals.
- Analyses and submits subcontract invoices and backup documentation; drafts subcontracts and modifications using internal templates; liaises closely with partners on contractual issues; liaises closely with UK Contracts team on template deviations.
- Supports Programme Manager and liaise with Programme Accountant to provide support and review on programme invoicing, financial reporting, programme forecasting, local expenses and budget tracking.
- May provide support via short-term assignments to projects within and external to the Business Line in areas of expertise including but not limited to start-up/close-out, operations, MEL, and funds management.
- Leads recruitment efforts for programme staff and short term technical assistance, under supervision of a manager including sourcing candidates, conducting interviews, checking references, collecting employment verification documentation, and providing finalist feedback
- Reviews draft employment/hiring agreements and provides inputs on compensation negotiations.
- Provides travel support for employees and 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
- Drafts and submits employment agreements and collects necessary backup documentation to complete administrative procedures for onboarding
- Supports project staff new to Chemonics by delivering introductions to Chemonics' systems, policies, and processes
- Facilitates fielding and repatriation of employees and consultants including but not limited to submitting separation paperwork, updating allowances, coordinating travel and household effects repatriation
- Facilitates securing residency permits, tax documentation, and housing for international staff; oversees the administration of international staff allowances
- Coordinates and quality assures responses requests for project information from corporate and project offices regarding client policies and regulations.
- Leads 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
- Schedules and supports meetings and presentations, prepares agenda, and capture notes as appropriate.
- Participates in internal and external training events to strengthen core competencies for project management in line with donor regulations and Chemonics corporate standards.
- May contribute dedicated time to other Centres of Excellence and Technical Practices to achieve Chemonics UK goals; including new business, finance and commercial, MEL, communications, and technical practice contributions.
- Participates in internal and external training events to build core competencies for project management in line with donor regulations and Chemonics corporate standards.
- Demonstrates inclusive behaviors consistent with Chemonics' values.
- Serves in an acting manager capacity as required.
- Performs other duties as required.
- Participates on proposal teams in specific line roles of increasing complexity, including, but not limited to, SQ writer, recruiter, section writer, commercial preparer, coordinator, and other roles as necessary; serves as mentor for roles which they've mastered.
- Travels when appropriate to conduct information-gathering regarding new business efforts, including meeting with potential subaward partners.
- Experience in relevant administrative or professional work environment, including basic understanding of contractual, procurement, project management financial management, subaward management or related experience.
- Thorough understanding of primary donor client requirements and methods of business preferred.
- 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, organization, 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.
- Strong knowledge of Microsoft Office applications.
- Foreign language proficiency in a relevant region we operate is preferred.
- Degree in relevant field or equivalent work experience required; advanced degree preferred.
- Willingness to travel up to 8 weeks per year
- UK work authorisation or ability to obtain it required.
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Senior Programme Associate - London, United Kingdom - Chemonics
Description
Chemonics International is a major international development consultancy, with a 46-year history and a track record for delivering integrated solutions across multiple sectors and geographies to support the achievement of the sustainable development goals. With experience in over 150 countries and global network of over 5,000 technical specialists, Chemonics is recognised as one of the world's leading partners for international development.
Chemonics UK was established in 2019 and has quickly developed a strong and diverse portfolio of UK Aid-funded programmes. Chemonics UK works 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.
Senior Programme Associate - 12 Month Fixed Term Contract
Purpose
The Senior Programme Associate provides support with programme management and delivery through all phases of the project lifecycle and completes professional and administrative tasks related to supporting programme implementation for Chemonics UK. The position will also support new business development efforts and technical practice delivery as required.
Key Responsibilities:
Programme Management
Mobilisation
Administration and Ad Hoc
New Business and Development
Person Specification:
Essential Skills
Education / Professional Skills
Other
Apply by: 19th May 2024
Please note: this position is initially offered as a 12-month fixed-term contract, with the possibility of extension to a two-year fixed-term contract contingent upon funding allocation.
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