Project Administrator

Note* We are recruiting for two positions: Purpose of Job The Project Administrator (PA) will provide administrative project support across ODI Global’s Research Groups. A highly organised and flexible individual, they will support financial administration, compliance processes, contractor management, and team coordination while ensuring accurate record-keeping and efficient day-to-day operations. The successful candidate will work closely with internal teams, partners, contractors, and senior stakeholders to support planning, governance, reporting and administrative functions across multiple projects and business areas. Overall responsibilities include: administrative support for the management of sub-contractors and partners including drafting contracts and maintaining the contractor database processing of supplier invoices management of staff expense claims support for business development through assisting with organisational due diligence and compliance processes supporting on event logistics, including booking travel, venues and catering assisting with project audit preparation The PA will operate as part of a pool of project administrators and report directly to a Senior Portfolio Manager. Main Duties and Responsibilities Support for business development Monitoring ODI Global’s funding inbox and donor funding portals and passing business development opportunities on to the relevant Research Groups and / or PM staff Collating organisational due diligence and compliance documentation to accompany funding bids Project management and operational support Run Risk Screen reports to support sub-contractor / partner due diligence Manage the set-up of new sub-contractors / partners in ODI Global’s subcontractors’ database Draft sub-contractor / partner contractors for S/PM review and approval Support S/PMs on the planning, logistics and implementation of events and comms deliverables including finding and booking venues, arranging facilities and block hotel booking, liaising with participants, taking minutes etc Coordinate travel planning and bookings for staff and project-related activities where required Deliver role-appropriate onboarding and training for new staff on key business processes and systems Supporting management of the Research Associate (RA) contract renewal process Financial administration Set up and manage purchase orders (POs) for partners, sub-contractors and other suppliers including closing / deleting obsolete POs Manage invoice processing, ensuring a high level of timeliness and accuracy Process staff expense claims Manage programme company credit card processing and reconciliation Assist with the gathering of project information / documentation for audits and other tasks during and after the audit fieldwork Knowledge management Work with the Legal team to ensure ODI Global’s compliance tool is kept up to date Maintain and update the contractor database and related records Support the HSOs to conduct regular audits of Award Management Library (AML) documentation to identify and resolve gaps Support the HSOs to undertake regular audits of Business Central (BC), in particular with regard to project records, to ensure completeness and accuracy Person Specification Essential Knowledge and qualifications A-Levels or NVQ Level 3, or equivalent experience High level of numeracy Experience Experience of project, operational and financial administration Skills / abilities Strong organisational skills with the ability to manage multiple priorities and deadlines Strong attention to detail and accuracy in financial and administrative tasks Experience supporting compliance, governance and / or audit-related processes Excellent written and verbal communication skills Proficiency in Microsoft Office Suite and database / project management systems Ability to work collaboratively across teams and with external stakeholders Experience with purchase orders, invoice processing, and expense management Ability to learn to use new software quickly Excellent interpersonal skills and cultural sensitivity, the ability to deal with people from a variety of backgrounds Ability to work to work under pressure and to strict deadlines Tactful and diplomatic approach to working with senior staff Desirable Additional language skills Interest in international development or public administration Knowledge of and interest in ODI Global’s thematic areas set out in the organisation’s strategy Key Relationships and Contacts Head of Strategic Operations Project Management Officers/Senior/Portfolio Managers Directors of Research Groups and projects’ Technical Leads Other functions (Finance, Legal and Compliance and Public Affairs and Communication) All staff are expected to: Positively support equality of opportunity both within ODI and externally Help maintain a safe working environment and take responsibility for own and colleagues’ Health and Safety Undertake such other duties within the scope of their post as may be requested by their Manager Why should you work for us? ODI Global is committed to developing and supporting diverse and inclusive teams of people who share our passion, where we can all be ourselves and succeed on merit. We welcome applicants from a range of diverse backgrounds including those who experience intersectional marginalisation on the basis of their class, race, gender, sexual orientation, ethnicity, religious identity or belief, marriage and civil partnership, and pregnancy and maternity. We also welcome applications from those living with disabilities. Benefits We prioritise the well-being of our employees and offer a comprehensive benefits package designed to support your personal and professional growth. Enjoy a generous annual leave allowance, including public holidays and additional time off during Christmas and New Year. We also recognise the importance of work-life balance and offer flexible working arrangements, remote work options, and study leave to support your professional development. Our commitment to employee well-being extends beyond annual leave. We provide comprehensive benefits such as maternity, paternity, adoption, shared parental leave, competitive pension schemes and interest-free travel loans. We offer sick pay, an Employee Assistance Program, and staff events and social activities to ensure your physical and mental health. For those relocating to the UK, we provide relocation assistance to help you settle in. We also promote sustainable commuting with our Cycle to Work scheme and offer union membership to protect your rights and advocate for your interests. At ODI Global, we believe that a supportive and rewarding work environment is essential for success. Our comprehensive benefits package reflects our commitment to your well-being and professional growth. For a full listing of benefits, please visit our Careers page .