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Team/Project Administrator

Team/Project Administrator

  • Location

    London

  • Sector:

    Operations, Admin & Support, Projects & Programmes

  • Job type:

    Temporary

  • Salary:

    £15 - 16 per hour

  • Contact :

    Sekai Lindsay

  • Contact email:

    sekai.lindsay@harrishill.co.uk

  • Contact phone:

    020 7820 7307

  • Job ref:

    HQ00042831

  • Published:

    about 1 month ago

  • Duration:

    3 Weeks

  • Closing date:

    2021-09-15

  • Posted:

    2021-08-18

  • Consultant:

    #

I am currently looking for an experienced Team Administrator for an amazing international development charity. This exiting immediate start role is to assist the Programmes Department in the efficient administration and management of projects and programmes, including support to strengthen organisational operational approaches and systems.

The post holder will be responsible for:
Providing administrative and project support to a range of projects and programmes, working closely with Programme Managers
Providing administrative support to the Programmes Department;
Supporting the Options Environmental Group (OEG);
Providing administrative support to the grants management system scoping, set up and implementation;
Uploading and identifying information for the Programmes Department SharePoint pages;
Supporting the roll out the Project Cycle Management approach at Options and in the presentation of materials.

Main duties:
Providing support to programmes for staff recruitment, being the liaison between the programme team, HR and legal departments;
Supporting staff and consultant vetting and due diligence checks;
Supporting in the tracking and onboarding of new starters, including developing inductions schedules as needed;
Supporting the Programme Manager with service contracts and subcontracts, liaising with in-house staff to obtain signatures and approvals for procurement contracts;
Supporting the Programme Manager in the administration of suppliers' due diligence;
Providing support in developing organograms, knowledge of PowerPoint, SmartArt and other Microsoft software would be useful;
Supporting in minute taking and documenting decisions agreed;
Processing / raising invoices and expenses, where necessary chasing of invoices;
Reconciling of payments to suppliers;
Ensuring filing systems are kept up to date (according to the system being used) and that all necessary documentation is filed as required;
With guidance from senior colleagues, updating of administrative tracking systems for programmes;
Sourcing and supporting consultants and partner organisations;
Drafting contracts and Terms of Reference, liaising with in-country staff and other stakeholders;
Formatting and editing of reports;
To support Programmes Department Options staff and consultants with flight bookings, visas, travel and accommodation requirements, when international travel resumes;
To be the contact person with Options appointed travel agent;
Liaising with in-country staff, support to arrange logistics in project countries organising flights and hotels for consultants, and project staff where necessary;
Organising visas and arranging advances;
Provide minute taking and administrative support for team meetings and help ensure actions are followed up. Circulate minutes/actions for meetings;
Create and manage team travel and leave spreadsheets;
Coordinate meetings and book meeting rooms (internal and external);
Create induction plans for new Programmes Department team staff in coordination with the line manager.

Support to the Options Environmental Group (OEG)
Support to the OEG Chair on administrative tasks such as meeting minutes, coordination and support with tracking documents
Provide desk-based research support to the group;
Be an active member of the group contributing ideas and supporting activities as needed.

Support the grants management system set up and implementation
Collaborate with the Programme Delivery Advisor in the setup and implementation of the company-wide grants management system, which may include:
Support the development of tools and materials for the grants management roll out, including providing formatting and presentation support; and
Provide ongoing support to operationalise the grants management system as required.

Support to the PRU, Country specific and Programmes Department pages on SharePoint
Working closely with the relevant team members provide ad hoc support in uploading, migrating and quality assuring documentation onto the correct SharePoint page;
Continually review the PRU and Programmes Department SharePoint pages as well as country and programme sites, to ensure are up to date and accessible and suggest enhancements to the pages

Support to the Project Cycle Management (PCM) Approach
Assist the PRU in the rollout of the PCM approach at Options. This may include:
Coordinating feedback from different Departments and Country Offices
Supporting teams to embed the PCM approach
Using the PCM toolkit audit tool, review existing templates for usability and effectiveness;
Coordinate the upload of updated tools and templates to relevant SharePoint pages; and
Where required update the presentation and formatting of existing tools, processes and policies in line with the Options branding.

If you have the above skills and experience, please apply online today!