Project Administrator

About Itad

Itad is a consultancy that specialises in generating high-quality evidence and insights to improve impact. For nearly 40 years, our strategy, monitoring, evaluation and learning services have supported our clients and partners to make informed decisions to tackle global challenges and improve lives. We work with governments, international organisations and foundations across the globe, including a wide range of UK Government departments.

We bring a deep understanding of what works, how, and for whom across a range of important issues from global health security to climate resilience and serious and organised crime. Our approach to generating evidence and supporting learning is grounded in an understanding of context and the diverse perspectives and needs of decision-makers. We pride ourselves on being at the forefront of innovative approaches to measuring impact, whilst ensuring they balance rigour with pragmatism and accessibility.

Our knowledge and expertise are grouped around Practice areas including Fragile and Conflict-affected Settings (FCAS), Human Development, Inclusive Growth, Social Protection, Climate Change and Livelihoods, and Governance and Institutional Strengthening.

We are a values-based organisation. Our values include making a difference, delivering technical excellence and innovation, contributing through collaboration and learning, providing opportunities for personal development to our staff, promoting inclusion and diversity, taking action to improve our impact the environment and shared rewards for the people we work with.

The Team

The Project Management Unit (PMU) is central to Itad’s delivery of the project portfolio. As a team we work closely with Itad consultants, clients and a range of chosen external suppliers for the technical delivery of our growing project portfolio. We’re a highly supportive team, working across the full Itad business with a strong commercial focus and pride ourselves with efficient operational delivery.

The Role

In the Project Support Administrator role you will provide support to Project Officers and Project Managers across Itad’s live portfolio in the efficient and effective delivery of projects to a wide range of clients in two key areas. Duties will include:

Commercial and project support:

• Contribute to monthly Sales invoices process across projects. Lead on accuracy and system completion by processing timesheets, expenses, and travel together with the Finance Unit.

• Process monthly Supplier invoices and other requirements.

• At project start up, upload project budget figures to Itad’s current finance system MS Navision

• Support with data migration and data quality when transferring to Itad’s new finance system MS Dynamics

• Support Project Budget forecasting and reporting through use of Navision and maintaining trackers as appropriate.

• Contribute to budget planning within project teams under the direction of Project Officers, completing templates and updating financial data into Navision system.

• Provide across the team administration support for a wide variety of tasks and activities.

• Proactively raise areas of improvements within Itad’s Invoicing and cost management systems and other processes relevant to the role.

Revenue Generation

• Contribute to monthly Sales invoices leading across projects to process timesheets, expenses, and travel together with Itad’s Finance Unit. Lead on accuracy and system completion.
• Work alongside the Supplier management team to process monthly Supplier invoices and other requirements.
• Work alongside PMU Managers for the reporting and management of revenue data across the portfolio as required.

Gross Profit (GP) Maximisation

• Support Project Start up coordination, link information to systems and providing the latest revenue and cost information
• Periodically provide latest project cost information for a number of selected projects, drawing on Itad’s systems in an accurate and timely manner. Support delivery of monthly revenue forecasting processes within Itad.
• Contribute to budget planning within project teams with direction from Project Officers, completing templates and updating data.

Procurement and supplier support:

• Follow document management and registration processes for new and existing Suppliers, applying established templates and procedures including compliance checks.

• Ensure quality in the input of Supplier information within Itad’s Navision and M-files document management systems.

• Support with data migration and data quality when transferring to Itad’s new finance system MS Dynamics

• Produce draft contracts based on templates and project specific information.

• Draft invoicing templates and timesheets alongside contracts.

• Be the first point of contact for Supplier contract queries and clarifications.

• Manage the contracting documents accurately and timely within Itad’s systems.

• Support with any auditing and reporting requirements as necessary.

• Provide across the team administration support for a wide variety of tasks and activities.

• Proactively raise areas of improvement within Itad’s Procurement and Contracting systems and processes relevant to the role.

Effective resourcing

• Provide work-planning and programming support to selected project teams, linking to Practice Resource Coordinators and company trackers where appropriate.

Continuous improvement

• Proactively raise areas of improvements within Itad’s Invoicing and cost management systems (MS Navision and others) and other processes relevant to the role.
• Contribute to wider ongoing improvement initiatives across the business
• Support wider Project Management Unit improved ways of working as we adapt to a changing market place.

The role is based in our offices in Brighton & Hove (East Sussex) and travel to the office is expected for key company and team events. You will already have the right to live and work in the UK

We also know that there are great candidates who will not fit everything we have described above, or who have important skills we have not mentioned. If that is you, please do not hesitate to apply and tell us about yourself.

The salary for this role is up to £25,700 depending on your experience. We also offer a comprehensive learning and development programme, 26 days holiday plus additional time off over Christmas, and a matched company pension up to 5%.

At Itad, we are committed to actively promoting diversity, equality and inclusion to empower people both within our organisation and through our work. We know that employees with diverse backgrounds, perspectives, and experiences make us a more effective and innovative company and we therefore welcome and encourage applications from interested candidates regardless of age, sex, gender identity, disability, sexual orientation, race, religion, or belief.

Successful candidates will already be able to live and work in the UK without restrictions

The deadline for applications is October 10th