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Programme Administrator

ODI (www.odi.org.uk) aims to inspire and inform policy and practice to reduce poverty by locking together high-quality applied research and practical policy advice.

We are looking for an experienced Project Administrator to join the Gender Equality and Social Inclusion team and support the Operations and Partnership Manager (OPM) in the Administrative tasks associated with the Gender and Adolescence: Global Evidence (GAGE) Programme.

GAGE is a £26.4 million 9-year programme designed to provide decision makers with an evidence base to make informed policy and programming decisions that can improve development outcomes for adolescent girls in developing countries. This includes areas of reducing child, early and force marriage, violence against women and girls; improved health, education and improved economic empowerment.

The Project Administrator will provide administrative, financial, communications and general programme management support to the OPM and research staff through the annual GAGE cycle. The post-holder will also support in coordinating the work products of different team members and facilitate the flow of information internally between the researchers and central support departments and externally with a variety of stakeholders within and beyond the GAGE consortium.

Main Duties and Responsibilities

Project, financial and contractual monitoring:

  • Assist OPM in monitoring the GAGE budget and tracking project expenditure (actual and committed)
  • Carry out administration for donor contracts and all contracts and statements of work for GAGE consortium partners and other subcontractors
  • Liaise with GAGE project partners and subcontractors on financial and contractual matters, in coordination with the GAGE financial administrator
  • Check subcontractor invoices against contracts and statements of work, and secure appropriate approvals for processing
  • Support the OPM in year-end financial procedures and quarterly IATI process
  • Provide regular financial updates to OPM
  • Support the OPM in liaising with donor financial officers on accounting and project procedures including reporting

General administration

  • Organise meetings and events, including overseas events: finding and booking venues, arranging facilities, making international travel and hotel bookings and liaising with participants
  • Provide project management support to the GAGE OPM and GAGE Director
  • Undertake document and file management (for example, SharePoint and Box)
  • Act as a central point of contact between ODI’s central departments, the GESI programme and the GAGE Programme
  • Minute taking and writing

Communication and knowledge management

  • Support in updating the GAGE web pages and other project-related websites
  • Support on the formatting of project deliverables, including donor reports, publications and presentations
  • Develop presentations and other materials for meetings and workshops.
  • Provide capacity building sessions on GAGE related software and policies, e.g. Box, MAXQDA, Mendeley GAGE policies

Team Coordination

  • Participate and support the organisation of GAGE meetings and retreats
  • Keep updated records of team travel and work arrangements and ensue good intra-group communication
  • Liaise on behalf of the team with other parts of the institute (e.g. IT and Communications)

Research support

  • Support, when needed, in undertaking research tasks and participate in events as a member of a team, subject to other duties and with the agreement of the OPM and the GAGE Director.

Person specification


Knowledge and qualifications

  • Education to degree level
  • High level of numeracy
  • Interest in international development and gender issues


  • Experience of budget monitoring
  • Administration experience
  • Experience of meeting and event organization and delivery
  • Web/communication experience


  • Strong organisational skills and self-motivation
  • Advanced IT skills to include excel, PowerPoint, Word, databases
  • Ability to learn to use new software quickly, especially Mendeley, MAXQDA
  • Data management skills
  • Good writing and proof reading skills
  • Multitasking capabilities
  • Ability to work to work under pressure and to strict deadlines
  • Excellent attention to detail


  • DTP experience (preferably InDesign)
  • Experience in use of Dreamweaver, HTML
  • A flair for layout and design
  • Willingness to travel

Closing date: 6 March 2019

Interview date: W/C 26 March 2019

For more information, please download an application pack. If you are experiencing difficulties downloading, please telephone 020 7922 0351 or you can send an email to recruitment@odi.org.uk

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