Project Manager and Deputy Chief Executive
The Institute of Refrigeration (IOR) is recruiting to this new post a senior manager with experience of working as part of a small office team (ideally in a membership based, research organisation or charity) with international project experience. The main function will be to lead on projects teams lasting 3 years working with expert volunteers and engaging industry stakeholders. Knowledge of the refrigeration, air conditioning or engineering sectors is not necessarily required. However proven expertise in education, communications and marketing will be valuable. Offered on a 3 year fixed term contract. The post is located in South London/Surrey with on-site parking near public transport. Anticipated start date is no later than 1st June. Closing date for applications 15th April 2017.
Applicants should send a two-page CV and a covering letter summarising their experience in international project management to Miriam Rodway [email protected]
The Project Manager and Deputy Chief Executive will manage the delivery of key strategic projects for the IOR. They will represent the IOR on relevant implementing committees, international project teams and industry fora. They will report to the Chief Executive as well as being responsible to project teams, committee chairmen and funding authorities, to ensure that results meet planned outcomes whilst contributing to IOR strategic objectives.
3 Key Duties & Responsibilities - To include but not limited to:
• Reporting to and responsible to the Chief Executive of the IOR and Trustees
• Working with the Chief Executive to plan the implementation of actions and delivery of expected results and milestones for projects
• A key contact point for members, committees and project contracting authorities and project team members
• Working as part of a small office team of 5 with responsibilities for finance, events and membership
3.2 Managing Project Working Groups / Committees
• Project management of teams of volunteers and/or funded project team representatives, including collaborative decision making and allocation of work and dispute resolution, funding and financial authority within budgets
• Keeping Chief Executive informed of developments with projects
• External liaison with trade press, external trade bodies, funding agency representatives and contractors
3.3 Resource Management
• Manage IOR resources allocated to project plans efficiently and reporting on their use including where necessary procurement/managing of contractors and contribution of IOR staff
• Record and manage related financial expenditure and income within agreed budgets and where necessary other project team members and prepare financial reports, claims and budget updates
3.4 Communications & Marketing
• Leading on networking and communication for designated projects including updating of websites, use of social media platforms, drafting of press releases, newsletters, and information articles
• Preparation of promotional materials, stakeholder engagement activity, managing review and publication of technical materials
• Representing the IOR at certain industry meetings, Conferences, Committees, Exhibitions and Events
• Clear and concise record keeping and reporting of communications activity and outcomes
3.5 General Administration duties
• Establishing project management and financial administration systems. Maintain documentation and procedures. Develop, maintain and monitor plans, progress against deliverables, schedule and budget
• Organise project meetings, prepare agendas, minutes from key meetings and follow up on activities with those responsible
• Obtain regular progress reports from collaborative partners and volunteer chairmen. Prepare activity reports, including quarterly summaries, milestones, interim and final reports
• Prepare all report and claim documentation related to finances to reimbursement participants in collaboration with the Finance team. Prepare final project financial reporting claims to contracting authorities
4 Relevant experience, skills and knowledge
• Experience of project management leadership and direction
• Track record of managing and delivering of large scale international or multi-functional projects with teams of experts
• Proven ability to undertake critical analysis, problem solving and decision making
• Expert use of IT for financial management and reporting
• Excellent record keeping and administration skills
• Communications and dissemination expertise, ability to draw clear meeting notes and effective public communications, and persuade and influence at all levels
• Highly motivated, able to work without day to day supervision and work to deadlines under pressure
• Able to work as part of a team and flexible approach to duties and responsibilities
• Willingness to share workload and adapt and innovate practices
• Educated to graduate level or equivalent
• Senior administrative and management experience in a project management role preferable in a technical, international or association environment, of at least five years
• Experience of working in an interdisciplinary environment
• Ability to maximise finance-generating opportunities in the best interests of the IOR development.
• A flexible approach to work and the achievement project objectives.
Summary of Terms and Conditions of Employment
Working Hours – This is a fixed term, full time post for 3 years. Subject to a probationary period of 3 months and annual contract review.
Hours of work - 35 hours per week. Normal hours are 9am to 5pm.
Location - Office based in Carshalton, Surrey. Flexibility to travel both within and outside of the UK, primarily within Europe for meetings or events which can be up to 3 days duration.
Benefits - 5 weeks paid leave per annum in addition to public and bank holiday (pro rata). Private non-contributory health care scheme is also in operation. Employees will be automatically enrolled in a workplace pension contracted through NEST. Employee may opt for the alternative of an employer contribution to a personal pension plan.
IOR is committed to encouraging equality and diversity among our workforce, and eliminating unlawful discrimination. The aim is for our workforce to be truly representative of all sections of society and our customers, and for each employee to feel respected and able to give their best. The organisation - in providing goods and/or services and/or facilities - is also committed against unlawful discrimination of customers or the public.
All applicants must confirm that they are legally entitled to live and work in the UK.
IOR is Charitable Incorporated Organisation Charity registration number 1166869
(Previously unincorporated as a registered charity number 250 081)
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How to apply