Graduate Project Assistant

Arcadis is the worlds leading company delivering sustainable design engineering and consultancy solutions for natural and built assets.

We are more than 36000 people in over 70 countries dedicated toimproving quality of life. Everyone has an important role to play. With the power of many curious minds together we can solve the worlds most complex challenges and deliver more impact together.

Role description:

The Project Assistant performs the timely and accurate activities related to Arcadis Way of Project Management to support the project manager across the lifecycle of a project. Responsibilities may include administrative tasks around updating schedules and resource plans maintaining project documentation delivering supporting information to understand project progress sand support project reviews (health checks) and preparing progress reporting information. In addition the project assistant may be called upon to schedule meetings and coordinate communication among team members and helping to monitor project progress.

This role reports to a Project Assistant Team leader and during the duration of projects the Project Manager.

Role accountabilities:

Process Delivery

• Typically supports projects up to the value of 500k with light/low project complexity with direct supervision and guidance of more experienced team members.
• Have knowledge and understanding of Oracle ERP and the Arcadis Way of Project Management.
• The Project Assistant reports to a project manager and may support multiple projects concurrently.
• Support the collation of project planning information to enable effective set up of projects in the ERP (including confirming contract value contract type rates pay terms address details taxing criteria etc). Consult with the Project Manager and Project Finance when contract documentation is not provided to fully document requirements and provide a suitable audit trail.
• Review and update the Oracle workplan as needed with direction of the Project Manager to ensure resources and dates/ durations of tasks are correct.
• Review cash flow management that debts have been paid and invoices have been requested in a timely fashion and in accordance with the contract and project status.
• Raise purchase requisitions and attach the supporting documents to PO (Purchase Order) creation. Ensure agreements are in place for suppliers/ subcontractors can be used and manage PO spend on the projects
• Follow monthly deadlines from Project Finance to proactively drive the need for invoicing and communicate with the Project Manager related invoicing delays.
• Monitor the Global Invoicing Dashboard for invoicing needs and continuously check payment statuses.
• Assist in ensuring compliance to project management processes such as the tagging (identification) and completion of mandatory project control documentation (key documents) on the Collaboration Hub (Project SharePoint site)
• Monitor working capital for projects in weekly/ monthly Project Manager meetings. Reviewing WIP and liaising with Project Finance to provide insight and commentary to project controller to support with working capital reviews to drive lower DRO. Highlighting and escalating to Project Finance any risks to WIP or expected delays to the billing schedule at the project level expected changes.
• Review project financial performance including cost and revenue with the Project Manager including preparation of data for progress reporting. Liaise with Project Finance to provide insight/intervention to support performance.
• Attend project reviews for assigned projects and take note of actions and updates required that they are responsible for completing post review. Version Date 2
• Review project forecast changes escalating to the Project Manager and Project Finance to support where material financial impact is expected.
• Support the review and update of financial forecasts based on the project status and progress.
• Be accountable for your project deliverables and notify the Project Manager and Line Manager if expectations cannot be met.
• Support in the documentation of risks and risk treatment plans and following up on status of mitigation actions.
• General project management support from tracking project schedules resource planning/ co-ordination supporting and updating project plans and updating the risk management and lessons learnt record.
• Assist in developing and maintaining standardized document control procedures

Key shared accountabilities

• Support the Project Manager and Project Finance in ensuring the accuracy of project performance and escalate and risk or issues that can impact the project performance. If required train any new Project Assistants joining the team.
• Overall accountability for the successful delivery of the project remains with the Arcadis Way Project Manager

Qualifications & Experience:

The candidate should have;

• Proficient capability in MS Word Excel and PowerPoint which is part of daily Project Assistant activities.
• 0-2 years related experience in any administrative or project support background.
• Relevant work experience in project management and finance activities.
• Proficient in written and verbal English is mandatory.
• Experience in Oracle systems is preferred.
• Result oriented and attention to detail.
• Communicate effectively both verbal and written.
• Strong analytical and problem-solving skills
• Proactive and a committed team player
• Can work on flexible hours to meet changing work environment and to meet tight deadlines specifically around month end close.

For this role Arcadis values professional experience across the following priority areas:

• Breadth of experience: Able and willing to communicate clearly and timely ability to meet deadlines deliver accurate and correct quality work.
• Driving innovation: Be mindful and be curious of innovative solutions to drive an effective process.
• Data and technology: Develop skill set and competency to use tools and technology required with the role. Be curious:
• Demonstrate and develop curiosity in oneself and others; Include Arcadians on a journey of discovery and co-creation. Be comfortable to ask questions and find resolution.
• Have a global awareness and future thinking mindset.
• Intrigued to learn about digital enhancements and innovative.
• Build stakeholder relationships that are value-adding engaging and purposeful.
• Incorporate a human-centric experimentation and continuous learning mindset to lead innovation and transformation.
• Actively engage diverse points of view and engage with healthy issues-based conflict. Accepting support from leaders to manage situations.

Drive success:

• Create a sense of shared ownership and responsibility balancing this with decisiveness for own actions.
• Take ownership for responsibility creating clarity motivate and align others.
• Internalize organizational goals making them ones own personal stretch goals.
• Are outcomes focused and do not avoid challenges.
• Actively look to participate in shaping the future of the organization.

Ignite passion:

• Personally role model own commitment to improving quality of life and putting sustainability at the core.
• Apply an adaptive style to engagement that is culturally sensitive and appeals to the personal needs of others. Bring clarity and clear communication.
• Build trusted relationships through authenticity and demonstrating integrity

Why Arcadis

We can only achieve our goals when everyone is empowered to be their best. We believe everyones contribution matters. Its why we are pioneering a skills-based approach where you can harness your unique experience and expertise to carve your career path and maximize the impact we can make together.

Youll do meaningful work and no matter what role youll be helping to deliver sustainable solutions for a more prosperous planet. Make your mark on your career your colleagues your clients your life and the world around you.

Together we can create a lasting legacy.

Join Arcadis. Create a Legacy.

Our Commitment to Equality Diversity Inclusion & Belonging

We want you to be able to bring your best self to work every day which is why equality and inclusion is at the forefront of all our activities. Our ambition is to be an employer of choice and provide a great place to work for all our people. We are an equal opportunity employer; women minorities and people with disabilities are strongly encouraged to apply. We are dedicated to a policy of non-discrimination in employment on any basis including race caste creed colour religion sex age disability marital status sexual orientation and gender identity.

Join Arcadis. Create a legacy

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