SEAP/CEDILPC - Research Programme Coordinator

Posted: 19/01/2018 18:41
Start Date: Not Available
Salary: Competitive
Location: Oxford
Level: Business Support Functions
Deadline: 02/02/2018 23:59
Hours: 37.50
Benefits: Competitive
Job Type: Permanent

The Research Programme Coordinator will be responsible for the day-to-day management and coordination of the Programme, and monitor and support the Directorate’s and Work Programmes’ activities and outputs to ensure they are aligned with the overall programme objectives, Terms of Reference and annual work plans. The Coordinator will work closely with other members of the Programme Directorate, the Research Directorate and individual Work Programmes which could be based anywhere in the world. An early priority for this role will be to manage the process to commission the research Work Programmes through open competition. The role-holder will be responsible for: implementing and helping to develop robust programme management processes and mechanisms to ensure all outputs and activities are of a high quality and delivered on time; supporting internal collaboration and coordination across the programme network; and coordinating financial, legal, commercial and administrative inputs to the Programme Management work stream from across OPM.

To provide a detailed overview the sub-objectives are as follows: 

  • With support and guidance from the Programme Manager, manage the process of commissioning research Work Programmes (25%)
  • Once commissioned, effectively manage communication with, support to, and monitoring of the Work Programmes and act as their main point of contact within the Directorate (25%)
  • Coordinate the day to day activity of the Programme Directorate, including: liaising with the different work streams to ensure all outputs and activities are on track, maintaining effective working relationships with the Research Directorate, managing inputs from the project support, commercial and legal teams, and soliciting inputs and guidance for the WPs as and when needed (25%)
  • Liaise regularly with and report to the programme funders, DFID (15%)
  • WP Support fundraising activities, proposal development and strategic planning and management approaches for new work streams or thematic areas to enable the continued growth of the programme (5%)
  • Build up OPM’s institutional knowledge of managing large research programmes, through sharing best practice examples with the other research programmes and the company more widely (5%)

Specific responsibilities:

Programme management

  • Providing input into the call specification, delivering online and in person events to engage with potential applicants,
  • Act as a primary point of contact to the Programme Directorate, funders and internal colleagues, responding to queries and providing updates as needed.
  • Coordinate the Directorate work streams, and establish systems and ways of working which ensure that all activities and outputs are completed on time and to a high standard. 
  • Act as the primary contact to the programme funder and ensure the smooth flow of communication and updates between the funders and work streams, allowing the work streams to focus on delivering their core activities.
  • Contribute to the programme’s annual planning process in order to create a well-designed plan with ambitious, but achievable goals. 
  •  Monitor the progress of the Programme against annual work plan, log frame indicators and risk matrix, flag any risks and propose mitigating actions.
  • Report any issues arising from the Directorate work streams or the WPWork Programmes, which may affect the successful delivery of the Programme, to the Programme Manager, Programme Directors or Research Director as appropriate, and, where possible, suggest ways forward. 
  • With guidance from the Programme Manager, set up and then manage the running of  new work streams
  • Plan and manage ad hoc, short-term projects, delivering to pre-determined deadlines.
  • Convene monthly Directorate meetings by setting the agenda, providing updates as needed, and recording key decisions and actions; following up as necessary to ensure the Programme remains on track.
  • Set up and manage data management systems allowing the programme to store and share documents and operate in an efficient manner

Managing the Work Programmes (WPWPs)

  • Manage day-to-date engagement with the Work Programme Teams and act as the interface between the Programme Directorate and the WPs for discussions around the WPs’ research agenda, timelines, outputs, technical queries or issues arising in the research countries etc. The Programme Coordinate will be the main contact to coordinate any proposals to change the programme of research, implementing the process to review and agree such proposals.
  • Building on their sound understanding of the research agenda and operational reality, manage the WP strategic planning for the year to ensure that the technical proposals are translated into actionable work plans by agreeing the WP annual work plans
  • Manage the WPs’ quarterly submissions to the Directorate and be responsible for reviewing and agreeing WP quarterly and annual reports. Ensure WPs submit their deliverables in a timely manner, agree any changes to the submission timelines, and oversee the process of invoicing and payments;
  • Hold quarterly meetings to discuss progress, developments, concerns, and opportunities around the teams’ research and to provide programme updates
  • Coordinate the quality assurance review process of the WPs’ quarterly research outputs, ensuring that timely, rigorous feedback is provided to the research teams and that the final products are of a high quality.

Reporting

  • Prepare quarterly and annual reports for the programme funder, soliciting inputs from all work streams
  • Contribute to quarterly review meetings with the funder, and coordinate follow-up and actions arising from the meetings
  • Support the preparation of annual reviews

Financial management

  • Support the financial management of the programme, by assisting the Project Finance Manager and Programme Manager with a number of budget-related activities and providing in-depth knowledge of the programme’s structure, set-up, financial management architecture and agreements with the donors and WPs
  • Specific activities that the Programme Coordinator may contribute to include:
  • Reviewing the budgets included in the WPs’ commercial proposals
  • Reviewing proposed changes to the WPs’ budgets and agreeing new twelve-month budgets
  • Checking the accuracy of financial reports and new annual budgets to be submitted to the Programme funders
  • Reviewing the WPs’ annual financial reports

Procurement, contracting and proposal development

  • Contribute to the procurement of high-quality research by co-managing and delivering the calls for selection of Work Programme research teams.  This includes managing the peer review process for selecting successful programmes, identifying and communicating with external academics and research users to assess the quality of bids.
  • Manage the contract negotiations process with the WPs, liaising between the WP and the relevant teams within OPM and the programme directorate, and ensuring the finalisation of the technical and commercial proposals
  • Draft the contents and Terms of Reference to be included in individual subcontracts and ensure that subcontractors deliver their inputs on time.
  • Help to prepare proposals to new donors and partners with the aim of securing additional funding for the research programme: contribute to the development of the technical and commercial proposal, liaise with the prospective funder as needed, set the project up on the company’s internal systems, carry the proposal through the internal approvals process and coordinate the contracting process between OPM and the donor.

Communications and events

  • Support the Communications Officer in their overall mission to promote the programme, by drafting content for internal and external newsletters, facilitating inputs from the WPs, and supporting events.

Supporting the country engagement work stream

  • Support the Research Engagement lead in their goal to engage national stakeholders in the work of the WPs, by keeping them abreast of the latest developments in the WPs’ research and mission and joining them in meetings with stakeholders when visiting the research countries.

Institutional knowledge building

  • Build up the OPM’s institutional knowledge of managing innovative research programmes by delivering presentations, supporting other projects and programmes, and sharing best practice, knowledge and resources with other teams, ultimately helping the organisation to achieve its mission and impact.
  • Share specific best practices from the programme on subjects that can benefit the wider company, such as: procurement, research uptake, management of large and complex programmes. 

Qualifications and experience

  • Educated to a degree level in a social sciences or humanities subject
  • Strong organisational and self-management skills
  • Ability to prioritise and manage multiple deadlines
  • Good written and verbal communication skills
  • Experience working in project coordination/management roles
  • Demonstrated ability to work effectively both as part of a team and  independently
  • Ability to build positive working relationships with people at all levels of seniority, within and external to the organisation
  • Interest and enthusiasm for the role of research and evaluation in delivering development outcomes
  • Ability to work effectively and efficiently with teams based in different countries and across different time zones
  • Ability to find creative solutions for complex problems
  • Strong working knowledge of Microsoft Office

Desirable

  • Previous experience in international development, policy or development evaluation, or academic research management or policy.
  • Awareness of current issues in international development and evaluation research.
  • Experience of event planning and management, particularly in an academic or development policy context
  • Good understanding of budgets and annual planning cycle  

 

This is a full-time position based in our office in Oxford, UK. 

OPM offer a rewarding, interesting and collaborative work environment and excellent benefits including 30 days holiday entitlement and a good pension scheme.

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