Institute of Development Studies
Project Support Officer
Salary: £23,268 to £26,397 per annum
We normally appoint at the beginning of the scale
**Post Type:**Full Time
Contract Type: Permanent
Closing Date: 23.59 hours GMT on Thursday 01 December 2022
Reference: 28-2022
The Institute of Development Studies (IDS) is a global research and learning organisation for equitable and sustainable change, based in Brighton.
The Project Engagement Hubs at IDS are seeking to recruit two Project Support Officers. The role will support the Hub Managers, Project Managers, Unit Managers and Cluster Leaders to deliver consistent high quality project support services in line within agreed IDS standards and partner requirements. The mix of project and team responsibilities will vary in relation to business needs.
Applicants should have a good working knowledge of Microsoft applications gained by successful project administration experience. Good written and verbal communication skills are essential along with the ability to work autonomously with a high degree of motivation and initiative.
Although IDS is a sponsoring organisation unfortunately we would not be able to obtain a certificate of sponsor for this particular post as the role does not meet the requirements (skills & salary threshold) as outlined in the Skilled Worker guidelines
Job Description
The Project Support Officer will provide project support for a portfolio of projects and teams (known at IDS as Clusters or Units) and will be based in a Hub (the project support office function at IDS).
The role will support the Hub Managers, Project Managers, Unit Managers and Cluster Leaders to deliver consistent high quality project support services in line within agreed IDS standards and partner requirements. The mix of project and team responsibilities will vary in relation to business needs. Project office support at IDS is centred in 2 Hubs.
Project Support Officers are based in a single Hub but would be expected to work flexibly across all Hubs as required. Each Hub contains a team of professionals providing Research Clusters and Units with all the functions of a project support office, including Project Management, Communications, Finance and Administration.
Main Roles and Responsibilities
Cluster/Unit Administration including:
Ensure effective co-ordination of administration and communication at the cluster level in support of the Cluster Leader and the cluster strategy, including scheduling meetings, communicating and following up the timetable for delivery of actions.
Act as central knowledge intermediary for the cluster on administrative matters, supporting the cluster to build partnerships across IDS, through the arranging of meetings and communicating with other departments, updating cluster internet and intranet web content as required, and responding to internal and external requests.
Coordinating inductions for new employees and students to specific clusters Work with communications officers to coordinate and deliver on cluster communication and dissemination strategies Supporting the Cluster members in the time posting process.
Compile cluster information to support the Cluster Leader as part of any cluster contribution e.g., to SLG, or annual report contributions.
Project Administration
General administrative duties including:
Assisting with project planning at all levels within the Hub, providing administrative support for managers and project teams, communicating with stakeholders, collating, light formatting and proofreading, preparing documents and reports, filing.
Coordinating day-to-day operational aspects of the project(s).
Work closely with relevant stake holders to ensure effective and efficient implementation of the project(s).
Coordinating and monitoring budgets to ensure that the project is delivered within budget.
Proposal Development
Supporting the development of project proposals. This will involve supporting the Development Office, Hub Managers and technical lead in:
Collecting partner support letters.
Working with Finance to populate budgets bid formatting collating of IDS institutional information CV.
formatting and any other task as required in support of the proposal submission process.
Events Management
Supporting the administration of specific events, such as workshops, seminars, or short courses. Events will range in
size and complexity. Other tasks could include:
Budget tracking.
Support for travel arrangements, hotel bookings, visa processing.
Providing daily on-site support during events System, policy and procedure management development. This will involve: Ensuring systems, policies and procedures are adhered to, by themselves and others, within the projects they administer. Implementing existing systems, policies and procedures.
Information Management
This will involve:
Coordinating the collection of information in an efficient and standardised way (wherever possible).
Ensuring project documents are complete, current and appropriately stored.
Other tasks commensurate with the level of the post and including general support to the Hub Managers and general
support to Clusters, Cluster Leaders, Technical leads and Project Directors wherever possible.