Project Officer

Framework Co-ordinator/ Project Officer Full-time Location: Hove We are recruiting a Framework Co-ordinator/ Project Officer to commence ASAP. You wil...
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Framework Co-ordinator/ Project Officer Full-time Location: Hove We are recruiting a Framework Co-ordinator/ Project Officer to commence ASAP. You will work within the administrative team to assist our consultants in all areas of project management, including coordination of project administration and logistics. Your oversight of project logistics through the life of the project and close involvement in all project communications will ensure effective and efficient backstopping to the project manager. You will also work closely with our Project Accountant and support project managers in project financial management, and coordination of invoicing. As Framework Co-ordinator you will have particular oversight of Itad’s framework contracts and liaise with our client, consortium partners and consultants to promote the role of Itad and to ensure effective delivery of contracts within these frameworks. Successful applicants will have a degree level of education, experience of communicating effectively with a range of audiences, a good level of commercial awareness and excellent skills in Word and Excel and experience of contracting and budgeting. The work you will undertake is very diverse in its nature and you will be self-motivated, pro-active, organised and able to adapt to a wide variety of tasks, with a proven ability to work to deadlines and demonstrate attention to detail. Experience of working concurrently on multiple projects and managing competing priorities would be an advantage, as would experience of monitoring project budgets and working in multiple currencies. This is an exciting and unique opportunity within Itad’s administrative team. Itad offers the opportunity to work in a friendly, dynamic and stimulating environment and be part of a rapidly growing team. The successful candidate should be willing to live and work in the Brighton area. Salary in the region of £22-27,000 per annum dependent on experience, plus bonus and other benefits. Application is by CV and covering letter to Alice Parsons at [email protected] by 2nd May. ITAD Ltd, 12 English Business Park, English Close, Hove, BN3 7ET Tel. 01273 765250 Fax. 01273 765251 [email protected] www.itad.com

Framework Coordinator/ Project Officer

Project Officer - Framework Co-ordination responsibilities The roles and responsibilities of a Project Officer still remain the same (see Project Officer Job Description below) this document describes the responsibilities of the project officer with the specialism in Framework Co-ordination. With the framework co-ordination responsibility it may be necessary that other projects are divided between the other project officers accordingly. The role of the Framework Coordinator currently applies to the framework contracts with DFID currently held by Itad, their successors and any other DFID frameworks subsequently won by Itad.    

Global Evaluation Framework Wealth Creation Framework Economics & Private Sector Professional Evidence and Applied Knowledge Services (EPS PEAKS) Framework Forest Governance, Markets and Climate Framework

As a project officer with framework co-ordination responsibilities you will be required to work closely with the framework managers to assist them in all areas of framework contract management, and will be responsible for coordination of framework administration and logistics. Your oversight of logistics through the life of the framework contract and close involvement in all communications will ensure effective and efficient backstopping to the Framework Manager. The work this post will undertake is very diverse in its nature and you will need to be able to adapt to a wide variety of tasks, whilst being able to prioritise these tasks effectively. It will also be necessary for you to be in close communication with the Business Development team in relation to tender requests, marketing and consortium meetings. Your specific responsibilities will include: 1. Call response and communication     

Efficient management of communication of calls to tender to the framework manager and the appointed person in the BD team Act as the main point of contact for members of the consortium and associates (unless otherwise agreed with the Framework manager and BD) Working with BD to develop, update and manage a database of framework contract consultants to include regular communication (and tracking of this) with the roster of consultants. This communication may involve: Sending out work plans to individuals in the roster to gauge their interest Ensuring the contacts on the roster receive ITAD newsletters

2. Consortium co-ordination and marketing   

Attend consortium and client meetings with the framework manager; this will include any note taking required and reporting the information back to BD Assist the framework managers with community of practice - knowledge sharing between partners Supporting the framework manager with co-ordination in the active marketing of ITAD's framework contract capability; this may include networking at meetings and the coordination of marketing materials

Framework Coordinator/ Project Officer

3. Framework contract management and management of drawdown contracts (i.e. those contracts for individual assignments ‘drawn-down’ from the framework contract.      

Oversight and delivery of portfolio of framework contracts, to include; assistance to the frameworks managers and BD to help develop a strategic, profitable portfolio of frameworks Account Management across the frameworks Day to day management of a portfolio of on-going drawdown contract assignments – ensuring successful delivery – see notes below* Editing of final deliverables Efficient, contracting, mobilisation of teams of experts Ensuring that ITAD’s duty of care to the experts is discharged

*Contract Management The finance system is structured around the company’s projects which facilitates better financial monitoring and management of individual project budgets by Project Managers. The role of the Framework Coordinator includes:  Framework contracts and their drawdown contracts: checks and kick off procedures  Creating budgets in Navision for framework contracts and their drawdown contracts.  Monitor contract end dates and liaise with finance office on invoicing triggers.  Review draft invoices to Clients  Subcontracts: Subcontracting for consultants and institutions, creating work orders.  Checking subcontractor invoices against contracts, posting invoices on purchase ledger  Monitor subcontractor invoices, payments & advances  Liaison with sub-contracted consultants / partner organisations and consortium members on project and contractual matters  Manage the travel bookings (flights, visas, hotels) and other logistics and instruction to the Travel Assistant  Monitor internal resources against project budgets to maintain budget accuracy for company reporting  Working with Project Accountant to provide financial analysis for Project Reviews and end of project procedures  Working with the finance team on consortium reports

Other The above lists the core responsibilities of this role however from time to time there may be addition tasks as listed below:       

Organising workshops and meetings, and producing meeting minutes Editing / formatting and proof-reading reports Technical documentation management and review Coordinating and implementing project surveys Qualitative/quantitative data summarisation and production of report tables and graphs Other Research Assistant tasks as required On occasion you may be asked by BD to assist with consultant searches

Framework Coordinator/ Project Officer

Job Description Project Officer As a Project Officer in Itad you will be working with project managers to assist them in all areas of project management, and will be responsible for coordination of project administration and logistics. Your oversight of project logistics through the life of the project and close involvement in all project communications will ensure effective and efficient backstopping to the project manager. You will also work closely with the Project Accountant on project financial management. The work this post will undertake is very diverse in its nature and you will need to be able to adapt to a wide variety of tasks, whilst being able to prioritise these tasks effectively. As Project Officer you will have three main roles: 1. Contract management 2. Support to project managers on technical contents of projects 3. Support to portfolio management Your specific responsibilities will include: 1. Contract Management The finance system is structured around the company’s projects which facilitates better financial monitoring and management of individual project budgets by Project Managers. The role of the Project Officer includes:  Client contracts: checks and kick off procedures  Creating project budget in Navision.  Monitor contract end dates and liaise with finance office on invoicing triggers.  Review draft invoices to Clients  Subcontracts: Subcontracting for consultants and institutions, creating work orders.  Checking subcontractor invoices against contracts, posting invoices on purchase ledger  Monitor subcontractor invoices, payments & advances  Liaison with sub-contracted consultants / partner organisations and consortium members on project and contractual matters  Manage the travel bookings (flights, visas, hotels) and other logistics and instruction to the Travel Assistant  Monitor internal resources against project budgets to maintain budget accuracy for company reporting  Working with Project Accountant to provide financial analysis for Project Reviews and end of project procedures 2. Support to project managers on technical content of projects As required on individual projects and could include:  Organising workshops and meetings, and producing meeting minutes  Editing / formatting and proof-reading reports  Technical documentation management and review  Coordinating and implementing project surveys  Qualitative/quantitative data summarisation and production of report tables and graphs  Other Research Assistant tasks as required Framework Coordinator/ Project Officer

3.

Support to portfolio management

Providing continuity to all project activities The nature of the work Itad undertakes means that staff frequently travel overseas. E-mail is often difficult when overseas, which can mean projects may suffer due to lack of input (such as communication with the client or sub-contractor) while staff are away on another job. The Project Officer has a pivotal role in ensuring this communication gap is bridged. Although it is recognised that some project-related queries will be of a specifically technical matter, the intention is that the Project Officer will develop a functional management back-stopping system for projects that provides continuity while staff are travelling or on leave.

Other 

Backstopping office administration when needed, and teamworking within the administrative pool when needed

Applicant Requirements PROJECT ADMINISTRATION

Project Officer Qualifications & experience

     

Managing work

   

Communicating and working with others

  

Degree level of education, preferably in development studies or another relevant subject. Excellent administrative skills with attention to detail Excellent IT skills including high level of competence with Microsoft Office products (Word and Excel in particular) Ability to review and summarise complex documents Experience of contracting and budgeting Experience of workshop planning and facilitation

Completes delegated tasks on time, to ITAD quality standards Ability to prioritise own work and work to tight deadlines Ability to adapt to a wide variety of tasks, whilst being able to effectively prioritise these tasks. Ability to develop a functional management back-stopping system for projects

Good communication and listening skills both written and oral Takes responsibility to build and maintain positive relationships and value the opinions of others within the company and with associates Works effectively in a team

Framework Coordinator/ Project Officer

Guidance on Expectations  Interest in development issues  Familiarity with budgeting and basic accounts  Able to negotiate fee rates with associate consultants  Accurate and timely contracting and budgeting  Meet requirements of job description  Self-motivated and organised with a proven ability to work to deadlines and to adapt to and prioritise a wide variety of tasks using own guidance and initiative.  Acknowledged by line manager as an effective PO  Acknowledged as an effective communicator  Acknowledged as an effective team player  Close involvement in all project communications to ensure effective and efficient backstopping to the project manager

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