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Program Associate, President Fund

Job Title: Program Associate, President Fund
Location:
Beijing, China
Reports To:
Special Assistant to President

SUMMARY

The Program Associate (PA) is responsible for supporting Special Assistant to President (SAP) on grants and projects management, executive support, research and analysis, etc. 

 

ESSENTIAL DUTIES & RESPONSIBILITIES

Grants and Projects Management

  • Administrate the grant-making process in the EFC’s grants management system, drafting IERF and filling in necessary information to initiate the project application, monitoring and following up in the grant period, and drafting evaluation to close the grant in a timely manner;
  • Collect and carry out due diligence on the grants related materials, including grant proposals, budget proposals, mid-term and end-term narrative and financial reports, the technical reports, and etc., and upload the materials to the EFC’s grants management system timely;
  • Support SAP to monitor the project progress, help organize and attend meetings at various stages of the project and follow through to ensure desirable deliverables and outcomes;
  • Monitor the payment for granted projects, help grantees to resolve payment related issues;  
  • Track and keep record of the program budget, follow through spending plan and provide timely reminders to SAP, and reconcile the program budget internally and with SF Office;
  • Support grant auditing and work with grantees to assure full compliance with EFC policies and regulations both in China and in the US;
  • Organize and manage Foundation-Initiated Projects (FIPs), including consulting contracts, meetings/workshops, study tours and reports/publications. Set up FIPs, collect and review FIP reimbursement materials and ensure that necessary reimbursement materials are complete and correct. Ensure that FIP administration and reimbursement follow EF China procedures and is handled in a timely manner;
  • Organize and coordinate all kinds of meetings/workshops, consultant visits, study tours and funder trips, including issuing invitation letters, arranging accommodation and transportation, scheduling meetings, assembling meeting materials, arranging or providing translation services, taking notes and developing meeting summaries, and etc.

 

Executive Support

The PA supports SAP to provide administrative supports to President, including:

  • Assist to arrange travel plans  and ensure all travel related logistics are covered;
  • Help schedule meetings, coordinate follow-ups and prepare logistic arrangement as needed for President under SAP’s guidance;
  • Maintain the list of partners, help arrange field visits and meetings for partners;
  • Provide other logistics support as needed;

 

Research and Analysis

The PA supports SAP to conduct research and analysis and assists to prepare reports and presentations as needed.

 

Others

  • Work closely with other colleagues to support the office-wide events as required by the office;
  • Translate written materials from English to Chinese or vice versa as required;
  • Undertake additional tasks and responsibilities as assigned by SAP;
  • Back up other colleagues as needed.

This job description reflects the assignment of essential functions, it does not prescribe or restrict the tasks that may be assigned.

 

REQUIRED KNOWLEDGE, SKILLS & ABILITIES

  • Education: Bachelor’s degree or above, preferably in a related field: environments, energy, economics etc; Deep interest in environment and climate issues.
  • Working experience: minimum two years of related working experience; experiences in environment, energy, and project management are strongly preferred.
  • English level: ability to communicate fluently in both spoken and written English.
  • Project management skills: ability to manage projects according to a set of procedures and rules, follow the necessary steps rigorously, with the good understanding of the purpose, scope and timeline of the projects.
  • Problem solving skills: ability to use logics to solve simple problems independently, and demonstrate potential to solve complicated problems.
  • Communications: ability to communicate with others clearly, listen actively and write with clear logics.

 

SUCCESS FACTORS

  • Ethical Behavior/Integrity – Demonstrates principled performance and sound ethics, showing consistency among principles, values and behaviors to build trust and credibility internally and externally.
  • Mission-driven/Initiative –Inspired by the organization's vision and mission, and take actions with ownership, can-do attitude and proactive mindset.
  • Team Spirits – Collaboratively works toward solutions which benefit all involved parties; willingly cooperate with others to accomplish team/organization objectives.

The Energy Foundation China provides a comprehensive benefits package, including competitive salary and generous vacation.

Please email a cover letter and resume, subject line "Application of PA To President Fund", to jobs@efchina.org.

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