Project Administrators have a key role in providing logistical and administrative support to the programmes, ensuring that project budgets and compliance across project processes and procedures are on track. We are looking for 3 project administrators to join and grow the team, if you'd like to use your planning, prioritising and communications skills in a fast paced environment we'd love to hear from you.
Some of the key responsibilities include:
International Project set up:
- Establish and maintain project information data (file structures, document control, project pages and archives)
- Maintaining project information and ensuring project folders are up to date in company platforms
- Update and maintain a database of project information in the relevant systems
- Assisting with international project office set-up and client contract amendments under the direction of the (Assistant) Project Manager
Subcontracting:
- Set up new suppliers in line with legal department processes
- Preparation of draft subcontracts and subcontract amendments under the direction of the (Assistant) Project Manager and maintain the subcontract tracker
Finance:
- Setting up new clients in line with Finance Department processes
- Matching contract changes to budget and process for approval and monitoring budget coding
- Checking and processing staff claims, expenses and external invoices
- Assisting the (assistant) project manager (APM) with forecasting, managing budget and rebudgets as required
Implementation:
- Implement project procedures in line with OPM’s Project Management Framework
- Participate in the Capability Netwworks to provide feedback, knowledge sharing and process improvement with relevant colleagues
- Coordinate activities across all teams (project team and OPM central teams) to facilitate successful project outcomes
- Coordinate activities on behalf of the APM as requested in line with project workplan
- Assisting with the organisation and delivery of effective workshops and other project events
- Assisting colleagues in the follow up of administrative activities arising from meetings
- Supporting the collation of internal and external reporting documentation
- Support to the APM in implementing compliance administrative procedures established by the relevant functions e.g. security, legal, finance, HR and duty of diligence etc
- Providing administrative support to project procurement and assets management procedures
- Supporting the implementation of project policies and procedures ensuring that they are maintained and adequately communicated to staff
Providing logistical support including:
- Arranging flights and assisting with hotel bookings, airport pick up
- Supporting with visa applications and where appropriate, work permits in accordance with HR procedures and process, distributing security updates and updating company travel diary
Communications:
- Project communications administration: Coordinating outsourcing of a range of communications services within standardised OPM templates, these being: copyediting, formatting, translation, design and printing.
- Supplier liaison: acting as a point of contact for external suppliers on specific jobs to ensure the smooth delivery of outsourced work, addressing and resolving issues as they occur, ensuring suppliers are properly briefed, maintaining positive relationships and processing supplier invoices.
- Championing office templates: ensuring OPM’s Microsoft Office suite of OPM branded project templates are used correctly across all OPM branded projects, and advising staff on their proper use.
Requirements:
- Education to degree level in a subject relevant to OPM’s work would be beneficial but not necessary
- Good administrative skills with some previous work experience in a busy envionment
- Proficiency in Microsoft Office
- Good numeric skills including familiarity with basic financial documents (e.g.: timesheets, budgets)
- High standard of both spoken and written English
- Ability effectively prioritise and meet deadlines
- Good level of attention to detail
- Good organisational skills with ability to use own initiative
- Flexibility to cope with several jobs simultaneously to agreed deadlines
- Ability to work effectively as part of a team
- Ability to work and communicate effectively with people at different levels in the organisation
- Knowledge and experience of the international development business would be desirable
- Commitment to work following OPM’s values: collaboration and mutual support; integrity and respect; trust, empowerment and accountability.
OPM offer a rewarding, interesting and collaborative work environment with excellent benefits including 30 days holiday entitlement and a good pension scheme.
This is a full-time position based in our office in Oxford, UK. Please note that successful candidate will need existing full right to work in the UK.
OPM offer a rewarding, interesting and collaborative work environment and excellent benefits including 30 days holiday entitlement and a good pension scheme.
What’s it like working at OPM, and why should you join our growing global organisation? Watch this video to see what our colleagues have to say.
To submit an application please fill out the form online and submit the requested documents. We cannot accept applications submitted via email.
Thank you for considering OPM and we wish you all the best for your application. |