Senior Programme and Fund Associate, XCEPT

Chemonics International is a major international development consultancy, with a 50-year history and a track record for delivering integrated solutions across multiple sectors and geographies to support the achievement of the sustainable development goals. With experience in over 150 countries and global network of over 6,000 technical specialists, Chemonics is recognised as one of the world’s leading partners for international development. Chemonics UK was established in 2019 and has a strong and diverse portfolio of UK Aid-funded programmes. Chemonics UK works with government and development sector counterparts across three continents to deliver programmes in sectors including climate action, education, governance, peacebuilding, stabilization, social cohesion and research

 programme is one of the UK government’s flagship conflict research programmes. XCEPT brings together world-leading experts and local researchers to examine conflict-affected borderlands, how conflicts connect across borders, and the drivers of violent and peaceful behaviour. Funded by UK International Development, XCEPT offers rigorous, actionable research to inform policies and programmes that support peace.

XCEPT includes a grants facility – the XCEPT Research Fund (XRF) – which serves as the programme’s flexible commissioning platform. The XRF provides opportunities to grantees to undertake rigorous research on XCEPT’s core themes; to expand XCEPT’s reach into new geographies; to respond to emerging crises with new research and evidence; to pilot the use of new technologies, including satellite imagery and open-source investigations; and to promote and support Global South researchers.

Purpose

Chemonics is seeking a Senior Programme and Fund Associate to provide advanced programme and financial management support to the XCEPT Programme Management Unit (PMU) and the XRF team. This exciting role will have a strong focus on supporting the XCEPT Programme and XRF delivery processes and systems, including project compliance, financial management, partner/awardee management, and events logistics planning and execution.

Working with the Programme Manager and the Senior XRF Manager, this role will provide proactive and timely support to the programme delivery team in areas critical to the success of the XCEPT programme.

Key Responsibilities

Programme Management:

• In consultation with the supervisor, respond to questions and requests from the XCEPT programme and corporate teams regarding client policies and regulations, contract deliverables and reporting, XRF compliance and quality assurance standards and processes.
• Liaise directly with relevant corporate teams such as the Programme Management and Risk Office (PMRO) to proactively seek solutions and ensure that the XCEPT team has the most up to date information and guidance on corporate policies and client regulations.
• Own PMU and XRF team efforts to keep complete files and comprehensive project documentation by saving relevant project documents and approvals to project SharePoint files.
• Facilitate document reviews, file audits and Programme Performance Reviews as appropriate.
• Schedule, support, and where relevant lead meetings and presentations, prepare agendas, and capture notes.
• Build personal capacity by learning principles of Chemonics UK programme management framework and apply on the job. Be proactive in finding solutions, identifying process bottlenecks and translating complex corporate and contract requirements for XCEPT partners and XRF awardees.
• Play the role of a helper and a guide for XCEPT partners and XRF awardees, working closely with them throughout the project life cycle.
• Support, and as relevant lead programme event planning and execution.

Subcontracts, Procurement, and Funds/Grants Management

• Support Programme Manager and Senior XRF Manager in procurements including overseeing and/or coordinating solicitation, evaluation, selection, and award stages.
• Support Programme Manager and Senior XRF Manager in drafting subcontracts, subawards, and modifications using internal templates.
• Liaise closely with partners and XRF awardees on contractual and delivery issues and proactively work towards resolutions and escalate where necessary.
• Liaise closely with the UK Contracts team and other approval authorities to secure contract reviews per the UK Authorities Matrix and XRF guidelines.
• Support Programme Manager and Senior XRF Manager in undertaking budget reviews with a view to conduct this independently with minimal supervision.
• Receive and review partner and XRF awardee invoice packages and submit for approval to the relevant approving authority.
• Coordinate with partners and XRF awardees for budget and reforecast updates as relevant
• Support Programme Manager and Senior XRF Manager in maintaining and updating programme trackers.

Financial Management

• Work closely with the Programme Accountant on the day-to-day financial management of the programme to ensure timely invoice and payment processing, setting up of vendors and suppliers on SAP, and troubleshooting issues that create bottlenecks in the smooth running of programme financial cycles.
• Support Programme Manager in tracking spend against programme budget, identifying variances and reforecasting.
• Develop a good understanding of the structure of the XCEPT programme budget, financial year spend thresholds, reforecasting process and contractual billability.
• Work closely with the Programme Accountant to ensure Budget Monitor is updated and reconciled monthly. Escalating any issues to the Programme Manager as relevant.
• Support the Programme Manager in preparing the quarterly financial report for submission to the client including the quarterly invoice.
• Work with the Programme Accountant to manage review of and corrections to intercompany invoice.
• Support Senior XRF Manager in managing XRF budget reviews and financial deliverables and where relevant ongoing financial management of selected XRF awards.

Consultant and Vendor Management

• Independently manage contracting and administration of a pool of short-term consultants and vendors, including supporting drafting of their scope of work, conducting due diligence checks, rate negotiations, finalising contracts and tracking/processing invoices.
• Provide review and approval for consultant time, expenses, vendor services and invoices. As part of this review track delivery vis-à-vis contract time and deliverables and escalate any deviations and approach contract end dates in a timely manner.
• Conduct necessary onboarding and offboarding process for all contracted individuals and parties.

Personnel Onboarding

• Lead on organising and executing new staff onboarding plan including developing bespoke onboarding packs with the required information
• Support new programme staff by delivering introductions to Chemonics’ systems, policies, and processes.

Other

• Work closely with Programme Administrators to organise and book programme travel.
• Ensure all travel, accommodation and subsistence related expenses are incurred in line with billable thresholds and where necessary secure dispensation from the client.
• As relevant, coordinate security briefings for travellers with Head of Security.

Person Specification:

• Experience in relevant professional work environment, including basic understanding of contractual, procurement, project management, financial management, subaward management or related experience.
• Experience with data entry, filing, cataloguing, retrieving, and preserving records would be an advantage.
• Ability to communicate clearly and concisely in both verbal and written communications; strong cross-culture communication and sensitivity skills.
• Demonstrated experience of building good working relations with both internal and external stakeholders to achieve required professional outcomes.
• Demonstrated experience of multi-tasking, with attention to detail, organisation, prioritisation and time management skills in a fast-paced environment.
• Demonstrated experience of following standard practices and procedures, receiving general instruction, feedback and supervision.
• Demonstrated resourcefulness in problem-solving and initiative to learn new skills.
• Works well independently and as part of a team with ability to collaborate.