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Programme Administrator
Job Title: Programme Administrator
Location: London, UK
Company: ODI
Job Summary: To provide administrative and financial management support for a range of projects and activities.
Job Description: As Programme Administrator, you will provide support on the financial and contractual processes of the team and assist with the general administration for a large team working on a range of projects. The role facilitates the flow of information internally between researchers and central support departments and externally with a variety of stakeholders, allowing some of our most challenging projects to run smoothly. ODI will be rolling-out a new financial system in the coming months which will result in a shift-change in how we manage project data, both within the team and across the institute. A large part of your role will be helping the PFI team adapt their processes to align with the new system, and to work with the Programme Officers and Programme Managers to establish new ways of working within the system. We will need someone who can learn new skills quickly, is flexible to change, able to manage competing priorities and enjoys working collaboratively to solve problems. Your main areas of work will be: Project, financial and contractual monitoring: Tracking all project expenditure (actual and committed) against budgets Checking subcontractor invoices against contracts and getting the appropriate approvals Cost-coding all suppliers’ invoices and obtaining approval, and working with the Finance team to resolve any issues Processing and submitting staff expense claims Assisting programme staff in reconciling and consolidating data for year-end financial procedures Monitoring and processing of monthly credit card reports Carrying out administration for contracts Maintaining accurate and up-to-date data on Focal Point (ODI’s project and financial management platform) Improving and strengthening the team’s financial monitoring and reporting systems. Project delivery assistance: Support administration of a roster of researchers and advisors (consultants with country expertise available for short term deployment) Preparing documentation needed to accompany bids Assisting in proposal development through assembling and proofing inputs General Administration: Assisting in organising meetings and events, including overseas events: finding and booking venues, arranging facilities, liaising with participants Document and file management Making international travel and hotel bookings Minute taking and writing On occasion, assisting the Head of Programme with diary management and travel arrangements Maintain and update the programme’s contact databases Other ad-hoc tasks as may be required Communication and knowledge management: Assisting programme staff with updating and developing the team web pages and other project-related websites Assisting programme staff with organising and helping to document meetings and workshops Maintaining organised file structures on SharePoint Contributing to intra-team and wider ODI communications process Team Coordination: Organising and participating in team meetings and retreats
Requirements: Essential Knowledge and Qualifications A-Levels or equivalent experience High level of numeracy Experience Experience of project administration (including financial administration) Skills/Abilities Strong organisational skills and self-motivation IT skills, to include Excel, PowerPoint, Word, Outlook Ability to learn to use new software quickly Data management skills High standard of written and verbal communication Multitasking capabilities Excellent interpersonal skills and cultural sensitivity, the ability to deal with people from a variety of backgrounds Ability to work to work under pressure and to strict deadlines Tactful and diplomatic approach to working with senior staff Desirable University degree French language skills Interest in international development or public administration Knowledge of international development or public finance organisations Experience with project and/or financial management software We are looking for a competent administrator who enjoys being embedded in agile teams and talking to many different people every day. You will feel confident handling delicate external communications by email, and negotiating our internal systems to get things done. You’ll enjoy working with a diverse team of researchers and other programmes staff, as well as with communications and finance staff to see sometimes complex tasks all the way through to the very end. We’d love it if you are curious about public finance issues in developing and fragile contexts and global development more broadly.
How to apply: Please apply via our website: odi.org. Interview Date: week of the 16th September 2019 For more information, please download an application pack from our website. If you are experiencing difficulties downloading, please telephone 020 7922 8234 /0351 or email humanresources@odi.org.uk.
Closing Date: 04-09-2019
Additional information: Within ODI, the Public Finance and Institutions team works to support improved fiscal policies and institutional reforms in low and middle-income countries that contribute to: Fiscal sustainability and macroeconomic stability High quality and well distributed public services and investments More capable and legitimate states The team comprises researchers, project managers, communication specialists and a network of trusted associates. We have expertise across a whole range of public finance issues including budget and expenditure management, debt management, aid management, macroeconomic and fiscal management, intergovernmental fiscal relations, tax policy, and auditing of extractives and systems development. Within ODI we have close links with a number of teams working on related challenges. These include the Politics and Governance and Development Strategy and Finance teams and the ODI Fellowship Scheme.
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