Project Administrator

at  Oxford Policy Management Limited

Overview:
The Health team at Oxford Policy Management is currently seeking a Project Administrator on a fixed-term basis until September 2026.
The position will be located in Oxford, UK.
We are an international development consultancy working to improve lives through sustainable policy change in low- and middle-income countries. Our vision is for fair public policy that benefits both people and the planet.
Through our global network of offices, we work in partnership with national stakeholders and decision makers to research, design, implement and evaluate impactful public policy. We draw on our local and international sector experts to provide the very best evidence-based support. We deliver projects with expert knowledge and experience, and can be relied upon for excellence in all aspects of project delivery. We work collaboratively, with ambition, to help deliver impactful public policy that will bring about lasting change.
Position Summary:
OPM is a global organisation whose mission is to work for a fairer world. Fundamental to this is delivering successful projects, meeting our end clients’ needs and our own internal commitments.
As the implementing partner of the UNAIDS Technical Support Mechanism (TSM), OPM delivers fast-response, high-quality, short-term technical assistance support to scale up national HIV and AIDS responses in over 60 countries across Africa, Asia, Europe, Oceania and South America. The programme focuses on reaching the most underserved populations and those at higher risk of HIV-infection, thus aiming to reduce inequities in access to healthcare, while also strengthening the sustainability of effective programmes.
This role is based in the Operational Delivery Unit (ODU), which is composed of 4 regional teams and 18 staff. This is an entry level role, ideal for a dedicated and hardworking individual who wishes to gain experience in project management.

ESSENTIAL EXPERIENCE AND SKILLS

• Good level of education, ideally degree level or equivalent (although this is not essential).
• Excellent administrative skills, with experience of working in a fast-paced environment.
• Experience of working successfully with both internal and external stakeholders.
• Excellent IT skills including a high level of competence with Microsoft Office products, in particular Word and Excel. Familiarity with SharePoint and Dynamics is also an advantage.
• Excellent attention to detail.
• Ability to illustrate initiative.
• Ability to follow documented processes and procedures.
• Good organisational skills and the initiative to work with minimal of supervision.
• Ability to manage a multitude of tasks, some concurrently, in a very fast-paced environment with competing demands, under high pressure.
• Good written and verbal communication skills.
• Ability to work effectively as part of a team.
• Ability to exercise diplomacy and creative thinking to come to a compromise that works for all.

Our Offer:

• We enable colleagues’ capacity to grow professionally through enhanced learning resources, opportunities to work cross functionally, and space to engage with a range of internal and external industry events.
• Our non-hierarchical culture values support, collaboration, intellectual curiosity, and a rich diversity of perspectives.
• We provide an exceptionally generous annual leave entitlement and a hybrid working model to encourage and enable healthy work/life balance.
• Wellbeing resources including a global Employee Assistance Programme and access to the UnMind app.
• Competitive salary and contributory pension scheme.

We are strengthened by the diversity of colleagues across our global business and are committed to being an equal opportunities employer, promoting a diverse and inclusive workplace for all.
Our recruitment practices reflect our ambition to make the international development sector more inclusive and firm belief that our work delivers the best outcomes when we actively include a diversity of perspectives and experiences.
Application:
If you share our vision for fair public policy that benefits both people and planet, we would love to hear from you.
We review and interview applicants on a rolling basis and encourage you to apply by way of CV via our careers site at the earliest.
We may close this advertisement before the published closing date, should a suitable candidate be identified.
Unfortunately, we are unable to provide visa sponsorship for this role and candidates must have a pre-existing right to work in country for their application to be considered.
Oxford Policy Management is committed to promoting equity, diversity, and inclusion at every level of the business. Should you require adjustments to make the application process more accessible please contact us via: recruitment@opml.co.u

Project Management

Provide full administrative support to projects throughout their lifecycle, including:

• Prepare subcontracts for consultants who have been selected to work on assignments.
• Organise project-related travel, visa, hotel, and logistical arrangements.
• Maintenance and updating of consultant database.
• Assist with organising workshops, conferences, seminars, and training events.
• Provide support and carry out any other duties required by the Project Manager and the Operational Delivery Unit.
• Manage up to 5 project assignments, with the support and supervision of the Project Manager.
• Frequent and regular updating of project trackers.
• Develop good relationships with the UNAIDS operations team in Geneva, the UNAIDS country and regional offices, and other teams within OPM.

Financial Support

• Process invoices and advance requests.
• Maintain project files, records, and archives.
• Create financial records in Microsoft Dynamics.

Technical Team Support

• With support of Project Manager, manage the technical team contracting and monthly invoicing processes (timesheet review, various approval levels and invoice processing, plus correct filing conventions).
• Maintain frequent correspondence with the technical team and respond within 48 hours.
• To support the Project Manager with technical team budget management and contracting for the Technical Team (in alignment with UNAIDS procurement rules).

Key Qualifications / Experience / Skills / Behaviours: