The Assistant Project Administrator has to assist in providing project coordination for the full life cycle of any assignment offered to our clients; from the proposal process, contract management with the client, assignment planning, through to assisting with the report writing, and ultimately billing the client.
Contract Responsibilities
·Assist with proposal and tender submission, including preparing project budgets and schedules, liaising with prospective staff and ensuring all proposals are submitted within the respective deadlines
·Ensure that contracts are as per the issued proposals, that all terms agreed are in best interests of org and support the Managers/Partners in any contract administration required
·Assist with planning the fieldwork of the project, including agreeing dates with the beneficiary, liaising with internal and external staff to ensure they can perform the required service on the agreed dates and that all parties have the necessary information to ensure the project fieldwork runs smoothly
·Assist with the drawing of contracts
·Monitor and track project progress and on our ‘Control Schedule’ to ensure all stakeholders are kept up to date with any project developments
·Act as the point of contact for all stakeholders (including the client, the beneficiary, internal/external teams and management)
·Assist the manager in any report-writing tasks that may be required & deliver final product to client
·Monitor internal staff working hours & expenses incurred, to ensure project budgets are adhered to
·Check and process external suppliers’ invoices, making sure all days worked and expenses incurred are within the agreed budget, liaising with finance as and when issues arise
·Assist in client billing, ensuring that all bills issued are as per the contractual terms between the firm and the client, that all costs are accounted for, and that bills are paid by the client in a timely manner
·Create and maintain comprehensive project documentation for future use, ensuring that all projects are properly logged and can be used in future proposals/tenders
·General: translate documents, maintain filing system of documentation by client and by assignment, archive files when necessary
Requirements
Essential
·Fluent English in both verbal and written with excellent communication skills
·Second language, French
·Competent using MS Office
·Strong organisational and time management skills with ability to prioritise and multi-task
·Able to meet deadlines
·Good numeracy skills
·Able to work under pressure with accuracy and focus
·Good eye for detail and the ability to follow through tasks
·Able to be a self-starter and work on own initiative
·Able to demonstrate problem solving skills
·Comfortable within a changing and developing environment
·Able to apply relevant skills to new scenarios
Assistant Project Administrator (French speaking) • London, United Kingdom
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