Senior Programme Associate, UKD

JOB TITLE: Senior Programme Associate

12 months Fixed Term Contract with possible extension

JOB LOCATION: London, United Kingdom

REPORTS TO: Sr. Programme Manager or Programme Manager

Chemonics seeks a senior programme associate provides advanced support with project administration during all phases on the project lifecycle and completes professional and administrative tasks related to supporting global project(s) implementation in the UK Division. Supports proposal and new business development efforts within the UK Division and company-wide. We are looking for individuals who have a passion for making a difference in the lives of people around the world.

Responsibilities:

Project Management

• Responds to questions and requests for project information from corporate and project offices regarding client policies and regulations
• Liaises directly with relevant support departments, such as human resources and compliance, to ensure project compliance with rules, regulations, and corporate policy, in consultation with programme manager or director as appropriate
• Tracks, and when appropriate, reviews project and financial deliverables and reports for completeness and readiness for submission; may provide copy-editing support as needed
• 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
• Leads recruitment efforts for programme staff under the supervision of a manager/director, including sourcing candidates, conducting interviews, checking references, collecting employment verification documentation, and providing finalist feedback
• Supports monthly forecasting for project budget; drafts monthly budget and staffing memos; participates in the corporate budgeting process as requested
• Provides a review of local expenses, supporting documentation, and draft invoices to manager for review and approval
• Analyzes and submits subaward invoices and backup documentation; drafts subawards and modifications using internal templates; liaises closely with subaward partners on contractual issues; liaises closely with UK Contracts team on template deviations
• Completes data entry of monthly project invoicing, subaward partner and consultant information, expense reports, vendor invoices, timesheets and other types of data as requested
• Provides travel support for employees and consultants by gathering relevant travel information, reserving tickets, and seeking necessary travel authorizations and approvals; liaises with traveler to collect expense reports and required backup documentation
• Works closely with project counterparts such as the accountant or finance manager to process monthly wire transfer requests and provides initial reviews to ensure completeness and accuracy; submits final wire transfer request package for approval
• Drafts and submits employment agreements and collects necessary backup documentation to complete administrative procedures for onboarding
• 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
• Supports project staff new to Chemonics by delivering introductions to Chemonics' systems, policies, and processes
• Leads Project Management Unit (PMU) 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, supports, and leads 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 workstreams and functions to achieve UKD goals, including new business, operations, and technical practice contributions
• May provide support via short-term assignments to projects within and external to the BU in areas of expertise including but not limited to start-up/close-out, operations, MEL, and grants management.
• 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 behaviours consistent with Chemonics' values
• Serves in an acting manager capacity as required
• Performs other duties as required

New Business and Technical Development

• 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
• Contributes to technical practice(s) as required by UKD and corporate needs as needed

Qualifications:

• Degree in relevant field or equivalent work experience required
• Experience in the 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 in preferred
• Willingness to travel up to 8 weeks per year
• UK work authorization or ability to obtain it required

Application Instructions:

Apply by 3 June 2022. No telephone inquiries, please. Finalists will be contacted. Applications will be considered on a rolling basis and finalists will be contacted.

Chemonics is an equal opportunity employer and we are opposed to discrimination on any grounds. We are committed to creating a diverse environment, and therefore all qualified applicants will receive consideration for employment without regard to disability, sex, race, religion or belief, gender reassignment, sexual orientation, age, marriage and civil partnership, pregnancy and maternity. We look forward to receiving your application.

Chemonics values the protection of your personal data. If you are in the European Union, please read our EU Recruiting Data Privacy Notice to learn about how we process your personal data. Please use the following link to access the EU Recruiting Data Privacy Notice: https://chemonics.com/wp-content/uploads/2018/12/EU-Recruiting-Data-Privacy-Notice-12.2018.pdf.

Chemonics is an Equal Opportunity Employer
Chemonics is an equal opportunity/affirmative action employer and does not discriminate in its selection and employment practices. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, political affiliation, sexual orientation, gender identity, marital status, disability, protected veteran status, genetic information, age, or other legally protected characteristics. Military veterans, AmeriCorps, Peace Corps, and other national service alumni are encouraged to apply.

Pay Transparency Nondiscrimination Provision
Chemonics will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by Chemonics, or (c) consistent with Chemonics legal duty to furnish information. 41 CFR 60-1.35(c)

COVID-19 Recruitment Information
Chemonics International is monitoring COVID-19 activity around the world. The health and wellbeing of our staff is of the utmost importance to us, and we continue to hire for all open roles with interviewing and on-boarding done virtually. Our new hires and current staff working from our Washington, DC, Arlington, VA, and London offices will temporarily work from home until it is safe to return to our offices.

COVID-19 Vaccination Information
Chemonics requires all US employees to be fully vaccinated.

This position is located outside the U.S.