International Projects Backstopping Associate

PLANET S.A. is looking for an enthusiastic, highly skilled and results-driven professional to join its International Business Execution Division and be part of the backstopping team responsible for the backstopping coordination and administration support of awarded international projects.

More specifically, the Backstopping Associate is responsible for the backstopping coordination and administrative support of the international projects assigned to him/her. This includes mainly the preparation, administration, and monitoring of relevant contracts and agreements, the management and timely execution of administrative and financial tasks of the projects in line with contractual terms and company procedures, the follow-up and financial reporting of the projects’ budget (income and expenses) and the systematically collection and keeping of project files and records.

Key Responsibilities:

• Prepare, administer, and monitor the implementation of contracts and agreements signed in the framework of international projects.
• Monitor and follow-up the fulfillment of the company’s contractual obligations (milestones, deadlines, invoicing, payments, records keeping, etc.) and identify any deviations.
• Manage day-to-day administrative aspects for the delivery of projects, and assist the Project Director on monitoring, reporting and governance of the assigned projects in line with the established project plans and objectives.
• Manage and execute financial tasks of the projects ensuring compliance with contractual terms and company procedures, including the follow-up of the timesheets and the management and control of the reimbursable expenditures.
• Responsible to coordinate, organize and support the delivery of trainings, workshops/meetings, study visits, communication events, visibility activities, etc. foreseen in the projects such as selection of suppliers, booking of venues, travel and accommodations arrangements, etc. in line with the terms of the project contract.
• Follow up and report on project budgets and profit margin, tracking of project turnover, accrued income and project expenses, to ensure that financial objectives are met.
• Identify potential risks and issues related to project administration and financial management and propose appropriate mitigation measures.
• Prepare regular financial and administrative reports for internal and external stakeholders.
• Ensure all project management and coordination activities comply with internal policies and external regulatory requirements.
• Maintain systematic and well-organized project files, documentation and records in line with the provisions of the project contracts and the company’s standards and procedures.

Requirements:
• University degree in Business Administration, Finance, Economics, or a related field
• Minimum of 5 years of experience in project administration, project management support and or financial management of donors’ funded and or co-funded projects, preferably for international projects
• Proficiency in MS Office (Word, Excel, PowerPoint)
• Excellent written and verbal communication skills in English
• Good understanding of project financials (project budget structure, profit margin, forecasting of annual turnover and project expenses, managing costs)
• Contract awareness (understanding of legal terms/agreements) & confidentiality
• Strong multi-tasking, organizational and analytical skills
• Effective time management
• Team oriented
• Very good communication skills
• Pro-active, self-motivated and results oriented