Project Coordinator

About ICF

ICF (www.icf.com) 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 thought-provoking analyses for our clients.

Today, ICF is a global consulting services company with over 9,000 full- and part-time 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 multi-annual 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 events-related 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 proof-reading 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 paper-based 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 desk-based, aspects of these roles will be directly client-facing.

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 self-motivation. 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 multi-cultural, multi-disciplinary teams spread across different countries and time zones.

· Diplomatic and able to interact with many external individuals and clients.

· Ability to demonstrate a 'can-do 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 #LI-CC

Working at ICF

ICF is a global advisory and technology services provider, but we’re not your typical consultants. We combine unmatched expertise with cutting-edge technology to help clients solve their most complex challenges, navigate change, and shape the future.

Brussels, Belgium (BE75)