Background
Chemonics International is a major international development consultancy, with a 46-year history and a track record for delivering integrated solutions across multiple sectors and geographies to support the achievement of the sustainable development goals. With experience in over 150 countries and global network of over 5,000 technical specialists, Chemonics is recognised as one of the world’s leading partners for international development.
Chemonics UK was established in 2019 and has quickly developed a strong and diverse portfolio of UK Aid-funded programmes. Chemonics UK works with government and development sector counterparts across three continents to deliver programmes in sectors including climate action, education, governance, peacebuilding, stabilisation, social cohesion, and research.
Purpose
The Senior Programme Administrator provides support with project administration and completes professional and administrative tasks related to supporting global project(s) implementation by Chemonics UK.
The Senior Programme Administrator is responsible for the management, delegation, and execution of day-to-day programme administrative tasks to the project administration team.
Key Responsibilities:
Human Resources, Recruitment, and Personnel Backstopping
Manages day-to-day support to one or more project teams and client, including communicating and assisting with project-office requests and overseeing adherence to project requirements, government regulations, and Chemonics policies
· Manage the administration function & Team. Tasks to include yet not limited to updating database with varying records, spreadsheet design & upkeep, running reports & managing administrations tasks.
· Responsible for supporting programmes processes and quality standards and providing front line support to programme teams.
· Have oversight of daily workloads and distribution of activity across the programme administration team.
· Supports recruitment efforts for programme employees/consultants: drafting and posting advertisements; supporting candidate sourcing, shortlisting, and screenings; checking references; collecting employment verification documentation.
· Drafts and submits employment/hiring agreements and collects necessary backup documentation to complete administrative procedures for onboarding, including PIN and email setup.
· Provides travel support for employees/consultants by gathering relevant travel information, reserving tickets, and seeking necessary travel authorisations and approvals; liaises with traveler to collect expense reports and required backup documentation.
· Manages administration of international employee/consultant allowances.
· Manages consultant timesheet and invoicing process including initial review, seeking required approvals, submission of invoice package through relevant systems, tracking payments, and updating relevant trackers.
· Facilitates securing residency permits, tax documentation, and housing for international staff.
Subcontracts, Procurement, and Funds/Grants Management
· Supports programme procurements including review/draft solicitation documents, conducting administrative due diligence reviews, and facilitating approvals and signatures as required.
· Reviews and submits subcontract and subaward invoices and backup documentation; liaises closely with partners on contractual issues or financial questions; submits invoice package through relevant systems; tracks payments; updates relevant trackers.
· Review and monitor subcontract/subaward databases, such as prompt payment data, as appropriate.
Deliverables and Reporting
· Supports coordination of programme deliverables as appropriate.
· Provides copy-editing support for programme deliverables.
Management and Leadership
· Supervises, mentors, trains, develops, and evaluates assigned staff; provides regular performance feedback to supervisees, conducts performance reviews and responsible for preserving adequate time and opportunity to support supervisees to grow professionally.
· Performs all tasks and responsibilities demonstrating behaviors consistent with Chemonics’ values and competencies appropriate for the position.
Administration and Ad Hoc
· Conducts comprehensive inventory of project hard-copy and electronic files based on filing guidance and desk review inventory checklists.
· Reviews meeting agendas, and ensure accurate capture of notes as appropriate.
· 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.
· Reviews and monitors response to ad hoc requests for programme information from corporate and programme offices, responds to complex queries.
· Any other duties as required by the line manager that are commensurate with the grade.
Person Specification:
Essential Skills
· Experience with data entry, filing, cataloguing, retrieving, and preserving records preferred.
Experience supervising or mentoring employees preferred.
· Experience of establishing new, and improving existing, administrative systems and procedures.
· Communicates clearly and concisely in both verbal and written communications; strong cross-culture communication and sensitivity skills.
· Demonstrated experience multitasking with attention to detail, organisation, 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 is preferred.
Education / Professional Skills
· Degree or equivalent work experience in an office environment preferred.
Other
· UK work authorisation or ability to obtain it required.
NOTE: Applications will be reviewed on a rolling basis and candidates are encouraged to apply as soon as possible.
Founded in 1975, Chemonics is an international development consulting firm. In more than 70 countries around the globe, our network of 5,000 specialists share a simple belief: that the challenges we face today are best solved through the right partnerships — sharing knowledge, expertise, and experience to deliver results. As part of our culture and values, Chemonics is proud to be named a “Best Place to Work” in the Human Rights campaign Foundation’s 2021 Corporate Equality Index. Where Chemonics works, development works. Follow us on Facebook and Twitter or visit us at www.chemonics.com.
