Accounting for International Development Looking for Assistant Project Coordinator (French OR German Speaking) at Marylebone, Greater London (On-site) Full Time

Our close partner is providing financial services guidance to a number of large institutions around the world, the International Development team works closely with global clients – such as UNICEF, The World Bank and the Gates Foundation – particularly those involved in international development, grant-making and grant-funded programmes.

The Assistant Project Coordinator assists the project coordination team with the day-to-day administrative tasks required for the full life cycle of any assignment offered to our clients; from the bid and proposal process, to client take on procedures, assignment planning, through to assisting with the report finalising, database management, supplier invoice processing and ultimately billing the client.

The Assistant Project Coordinator is allocated specific clients and works closely with the respective Project Coordinators and Project Managers. The Assistant Project Coordinator is a key part of the contract team and should always be able to assist as and when required. Depending on the individual client/contract, the following tasks may vary.

Responsibilities

• Assist with proposal and tender submission, including preparing project budgets and schedule templates, 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 orgs’s best interests and support the Managers/Partners in any contract administration required including completing client take on procedure forms
• 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
• Draft contracts between org and any subcontracted firm, or any non-payroll labour staff member required
• Monitor and track project progress and on our ‘Control Schedules’ and other databases to ensure all stakeholders are kept up to date with any project developments
• Act as the point of contact for all internal stakeholders
• Assist the manager in any report-editing 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 if possible, maintain online filing system of documentation by client and by assignment, archive files when necessary

Other

• Be aware of and comply with the firm’s policies at all times
• Record time accurately using the HR systems
• Any other duties appropriate to the level of responsibility of this post, for which the post holder has the necessary experience and/or training
• Be aware of the firm’s risk management and practice assurance procedures and ensure compliance
• Ensure continuing professional development is up to date at all times

Requirements

• Fluent English in both verbal and written with excellent professional communication skills
• A second language – French or German would be an advantage
• Competent using MS Office including intermediate Excel skills
• Inbox management experience
• Able to meet deadlines
• Good numeracy skills
• Strong organisational and time management skills with ability to prioritise and multi-task
• 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