Project Coordinator
Project Coordinator
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Job Description
About ICF
ICF www.icf is a consultancy firm with offices in the UK Belgium US and worldwide. At ICF we help governments public agencies and international institutions solve complex problems and improve the quality of life of people around the world. We offer critical insight rigorous analytical techniques and implementation support to deliver innovative solutions and thoughtprovoking analyses for our clients.
Today ICF is a global consulting services company with over 9000 full and parttime employees but we are not your typical consultants. Working at ICF means applying a passion for meaningful work with intellectual rigor to help solve the leading issues of our day. We believe in collaboration mutual respect open communication and opportunity for growth.
About the role:
You would be joining the Policy in Action team in ICF. As a practice we provide technical assistance insights research networking and other implementation services to EU institutions particularly the European Commission as well as organisations in the UK. Our current portfolio of clients includes DG Employment the European Labour Authority DG EAC and DG REFORM to name a few. We are looking for a Programme Coordinator to join our team in Brussels.
You would be joining a community of experienced Programme Coordinators who support our programme leads in the management of large multiannual programmes. Among many tasks Programme Coordinators can look after coordination and compliance aspects in our projects supporting contracting processes and looking after communication channels with partners/clients/beneficiaries supporting some financial aspects on projects or coordinating management information for project evaluation and management activities that our programme managers are responsible for. Where needed you will also support events and logistics related tasks on the programmes you will be working on though these are in addition to core programme coordination responsibilities. Programme Coordinators responsibilities vary across project with more experienced coordinators assuming activity coordination responsibilities on larger framework contracts.
For the role we are recruiting for you will likely work on across projects with the European Health and Digital Executive Agency and on the EU Civil Protection Mechanism. Opportunities to work across other projects can be available subject to evolving needs on these and other projects in our practice.
Depending on your experience. You could be expected to:
Under the direction of Programme Managers and Activity Managers / consultants support the coordination of activities under larger projects or frameworks.
Under framework contracts support the coordination of responses to request for services submission processes and where appropriate invoicing processes (which are the responsibility of Programme Managers and Directors).
Support programme managers to collect information in order to carry out periodic project reporting activities.
Support programme managers to collect information and evidence to support billing and diligence processes on large programmes. Where needed operationalise reimbursable processes in liaison with programme beneficiaries.
Help coordinate and collect compliance aspects on projects supporting Programme Managers and Activity Leads.
Closely monitor deadlines on eventsrelated activities providing periodic reports to Project Managers and clients.
Carry out various administrative tasks such as accurately updating various databases trackers spreadsheets and filing systems.
Preparing and issuing subcontracts using a standard template.
Providing high quality formatting and proofreading various documents taking notes in internal meetings and uploading information and documents to SharePoint and website pages.
Team liaison monitoring functional mailboxes for projects.
Administering online and paperbased surveys and evaluation forms reporting on outcomes and proposing ideas to improve event delivery. Providing other general administrative support as and when required.
Depending on your level you will typically support consultants and senior members of the team as they coordinate packages of activities and deliverables on larger programmes working closely with Programme Managers in the process. While much of these roles are deskbased aspects of these roles will be directly clientfacing.
Required experience:
Minimum of 3 years experience in a similar environment.
Experience in coordination activities on projects working with Project Managers.
Experience working with / developing project management tools and milestones trackers.
Managing and documenting information at project level.
Excellent oral and written English fluency in another European language an advantage.
High level of proficiency in Microsoft applications particularly Microsoft Outlook Word PowerPoint and Excel.
Knowledge of Microsoft Teams/CISCO Webex/Zoom Meetings and various functionality is an advantage.
Sound business ethics including the protection of proprietary and confidential information.
Experience in delegating tasks and supervising others an advantage.
Personal Qualities:
Highly developed interpersonal skills and selfmotivation. Strong attention to detail and high level of accuracy.
Excellent organisational skills with a methodical and thorough approach.
Ability to multitask and to manage a varied workload to achieve agreed deadlines without compromising quality or standards.
Ability to work flexibly to meet client and organisational priorities and needs.
Ability to work within multicultural multidisciplinary teams spread across different countries and time zones.
Diplomatic and able to interact with many external individuals and clients.
Ability to demonstrate a cando approach being a problem solver and team player.
Ability to work with all levels of internal and external parties including clients. Ability to travel occasionally to events.
Ready to apply
Interested candidates are invited to follow this link and submit a cover letter and a CV.
#Indeed #LICC1
Working at ICF
ICF is a global advisory and technology services provider but were not your typical consultants. We combine unmatched expertise with cuttingedge technology to help clients solve their most complex challenges navigate change and shape the future.At ICF we are committed to ensuring a fair and equitable interview process for all candidates based on their own skills and knowledge. As part of this commitment the use of artificial intelligence (AI) tools to generate or assist with responses during interviews (whether inperson or virtual) is not permitted. This policy is in place to maintain the integrity and authenticity of the interview process.
However we understand that some candidates may require accommodations that involve the use of AI. If such an accommodation is needed candidates are instructed to contact us in advance at. We are dedicated to providing the necessary support to ensure that all candidates have an equal opportunity to succeed.
Required Experience:
IC
Employment Type
Full-Time
