New Jobs at Genesis Analytics

ROLE DESCRIPTION

• Reporting to the Head of Delivery, the Practice Administrator plays a crucial role in supporting the day-to-day operations of the Human Development practice across areas, including human resources, commercial success, meeting and events, travel, finance administration, relationship management, and support to the Partners and Senior Management Team (SMT).
• The role requires a blend of administrative expertise, exceptional organisation skills, and effective communication skills to ensure the practice runs smoothly.

KEY REQUIREMENTS AND ROLE RESPONSIBILITIES:

General practice support

• Provide administrative support to Partners and SMTs in the management of the Human Development Practice as necessary.
• Provide administrative support to the entire team as necessary.
• Review and maintain an accurate filing system on the Human Development Drive.
• Management of subcontractor database.
• Provide ad hoc support on the development of project proposals, where required.
• Develop and maintain professional and sound working relationships with all internal levels of the organisation.
• Put together the Health G: News for the G: Newsletter and ensure timely submission to Group Services.

Meetings, functions, and events

• Support the practice Partners and Head of Delivery with setting up and running HD practice-wide meetings, including the monthly team meeting, Senior Management Team meetings, Cake’n’Learn meetings etc. ensuring agendas and meeting rooms are prepared prior to the meeting.
• Responsible for taking practice meeting minutes, including key action points, and circulating appropriately, in a timely manner.
• Manage Zoom conferencing account to ensure seamless operation and scheduling of video conferences.
• Coordinate organising team building activities and manage the arrangement of practice events, including annual practice strategy off-site, leaving and joining functions, and team social events.

Travel arrangements

• In collaboration with Genesis’ travel agent, assist staff travel arrangements, including visas, conference registration, venue hire, transport and accommodation, and support with duty of care.
• Provide support to the programme team: lodging expenses, arranging travel booking, and duty of care for sub-consultants as required.
• Support staff in compiling travel risk forms and tracking of team members that are in the field.

Human resources support

• Support the Head of Delivery and Operational Manager in updating induction materials and resources.
• Set up induction sessions for new hires with the relevant practice staff and ensure they are added to the relevant meetings, email groups, and resources.
• Coordinate with the Head of Delivery, HR, and Finance, to ensure new starters receive full induction training (professional development calendar).
• Support coordination of YPP recruitment processes.

Practice compliance

• Coordinate approvals and signing of key documents by Partners, including agreements with clients, partner organisations, and consultants.
• Ensure client and subcontractor contracts are in place prior to project work commencing.
• Support the maintenance of practice promotional material, including CVs, Bios, and website updates.
• Ensure company-wide processes are adhered to and provide support across the team to respond to requests from other departments.

Finance administration

• Provide support to team members for timesheet management, staff claims and payment processing.
• Provide guidance and proactively monitor the HD staff’s completion of timesheets, ensuring that time is captured correctly each month. This includes weekly reminders and approvals of staff time
• Send out a monthly reminder to the practice to complete month-end activities, i.e. time is updated and expenses are captured before project reconciliations are calculated.
• Become proficient with the key project management features of the finance system, including timesheets, expenses, subcontractor purchase orders, client invoicing, and the reporting functions available, assisting project managers as necessary.
• Provide support with following up with clients on outstanding invoice payments and communicate with subcontractors on payments, as required.
• Capture Partners’ monthly expenses and ensure timely submission including reconciliation of credit card expenses.
• Support with the administrative processes around project set-up and project closure on the finance system.
• Bridge the gap between Finance (Group Services) and the Human Development Practice around specific finance requests and processes.
• Act as a focal point for Human Development practice colleagues around finance and IT system queries

Requirements

Genesis consultants carry a balanced combination of powerful intellect, strong technical skills, and a consulting character to match. Successful candidates for roles at Genesis:

• Are passionate, self-motivated and energetic problem-solvers
• Value integrity and exhibit ethical behaviour
• Are analytical thinkers and fast learners with an excellent academic record

You are likely to have:

• Minimum of 1 year experience in a consultancy, preferably in the international development sector.
• Bachelor’s degree in a Healthcare Administration, Business Administration, or a related field.
• Ability to prioritise, organise, coordinate and multitask.
• Ability to work independently using initiative with a solution-focussed attitude.
• High level of discretion and confidentiality.
• IT literate and proficient in the use of Google Workspace and/or Microsoft Office and other hybrid working tools.
• Comfortable working with team members that are part of a hybrid and remote team environment based in different countries and time zones.

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ROLE DESCRIPTION

• Reporting to the Head of Delivery, the Operations Manager is primarily responsible for providing financial and operational support across the Human Development practice to ensure the successful delivery of the organisational strategy. The role supports the HD Service Line leaders and the team in the successful management of projects, through effectively adopting and implementing all firm and practice business processes.
• The Operations Manager works proactively to enhance the team’s effectiveness and efficiency and improve processes and systems. The Operations Manager plays an important role in assisting to maintain the culture of the practice as it grows (in staff, geography, and complexity), and ensuring team coherence, as well as the smooth running of the Human Development practice by ensuring day to-day issues are managed where required.

KEY REQUIREMENTS AND ROLE RESPONSIBILITIES:

Monitor and support project management

• Ensure that standard project management and compliance practices are applied across all projects.
• Liaise with HD staff managing projects and assignments to jointly monitor and report on project performance and provide guidance where needed.
• Track the delivery and financial performance of all projects in the Service Lines.
• Track and report as appropriate on risk management and mitigation measures.
• Work with project managers on the monthly project reconciliations and forecasts and update the monthly financial overview/dashboard.
• Work with project managers to ensure project documentation is complete, up to date, and complies with the company’s and donors’ administrative requirements.
• Assist with the set up and maintenance of project records within our firm-wide management system.
• Facilitate project kick-offs and project close-outs and follow-up on all agreed actions.
• Prepare and manage subcontractor agreements, NDAs, scope of work summaries, and expenses as required.
• Maintain strong collaboration and relationships with the Project Management Unit team.

Operations support for the HD practice and service lines

• Coordinate and lead routine systems, including practice and project management, financial management, and HR management systems.
• Actively ensure the service lines are compliant with HD practice and company processes and procedures.
• Support service line leads in preparing for quarterly and annual reporting.
• Support the service line leadership with utilisation planning and analysis, and in optimising the allocation of staff to projects.
• Support the hiring managers with recruitment plans and required hires within the service lines.
• Support the service lines with routine management meetings as required and ensure action points are completed within the agreed-upon timeframe.
• Develop and maintain professional and sound working relationships with all Group Service units as well as external stakeholders and consultants.
• Work with other operations and delivery team members to share and resolve challenges, learnings and updates to any operations processes and procedures.
• Oversee and maintain Google Drive Folders for practice portfolios, proposal development and project documentation.
• Maintain project descriptions and capacity statements for use in marketing materials.
• Coordinate updates of the HD practice sections of the Genesis website.
• Coordinate knowledge management initiatives and HD participation in conferences (abstract submission etc.)

Financial management

• Provide guidance and support to project managers on finance-related issues, to ensure compliance with company policies and processes including monthly reporting and use of project budget templates.
• Support project managers with raising subcontractor expenses, purchase orders and client invoicing, as required where there is no project-specific Administrator.
• Assist with month-end processes e.g. reconciliation of time, timesheets, and expenses on Intacct.
• Coordinate monthly reports on practice pipeline, order book, and forecasts.
• Ensure accurate provision of supplier documentation, countersignature of contracts, and forms
• Maintain strong collaboration and relationships with the Finance team.

Business development

• Coordinate opportunity scanning responsibilities.
• Provide guidance to HD staff regarding the bid management process and use of tools.
• Act as Bid Manager for specific strategic opportunities, leading the process from kick-off meeting to post-mortem stage. This includes creating and managing the bid work plan, liaising with project partners and subcontractors around the technical and financial proposal, providing inputs into the proposal, and supporting budget development.
• Support strategic learning through post-action and bid-dissemination sessions, using learnings to improve the bid management process.
• Ensure corporate capabilities are up to date and support the production of marketing materials.
• Maintain strong collaboration and relationships with the Business Management Unit team.

Human resources and people management support

• Assist with the induction of new joiners, including practice-specific induction and operational requirements for new staff.
• Assist with the management of practice training/professional development calendar, including practice-wide training. 
• Support interview processes and work with hiring managers on developing/reviewing case studies.
• Support with coordination of other HR functions in the practice

Requirements

Genesis consultants carry a balanced combination of powerful intellect, strong technical skills, and a consulting character to match. Successful candidates for roles at Genesis:

• Are passionate, self-motivated and energetic problem-solvers
• Value integrity and exhibit ethical behaviour
• Are analytical thinkers and fast learners with an excellent academic record

You are likely to have:

• Relevant operations management experience in consulting organisations in human development sectors (education, health, social protection, social care, etc.) is preferred.
• Degree in business administration, human development or a related field.
• 5  years’ demonstrable experience working on or supporting projects funded by bilateral or multilateral donors, INGOs, or global development agencies.
• Ability to influence at all levels with experience of successfully engaging internal and external senior stakeholders.
• Proven ability to work in a busy, fast-paced environment, demonstrating a solutions-driven and positive attitude that allows for initiative and resilience.
• Proactive self-starter that will take initiative and can work independently with guidance. Highly developed interpersonal and written communication skills.
• Ability to prioritise and handle multiple tasks under tight deadlines essential.
• Strong organisational skills and high attention to detail.
• Skilled in using financial management tools and related software.
• Proven experience working across different cultures in a complex and global working environment.