Job Title: Program Associate, Low Carbon Cities Program
Location: Beijing, China
Reports To: Program Officer, Low Carbon Cities Program
The Program Associate (PA) is responsible for supporting Program Officer (PO) and Program Director (PD) on grants administration, budget management, events organization, logistics support, technical research, and strategy development. The PA reports to the Program Officer (PO).
ESSENTIAL DUTIES & RESPONSIBILITIES:
Grants and Projects Management
· Administrate the grant-making process in the EF China’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 EF China’s grants management system timely;
· Support PD/PO to monitor the project progress, help organize and attend meetings at various stages of the project and follow through to support ensuring desirable deliverables and outcomes;
· Manage the grant Documentation System, collect meeting materials, photos and summaries from the grantees, and ensure the quality of grant deliverables;
· 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 PD/PO, and reconcile the program budget internally and with Strategic Partnership team;
· Support grant auditing and work with grantees to assure full compliance with EF China 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 drafting invitation letters, arranging accommodation and transportation, scheduling meetings, assembling meeting materials, arranging or providing translation services, taking notes and developing meeting summaries, and etc.
Technical and Logistic Support
· Support PD/PO in strategy development by conducting basic research and providing input based on frequent communications with grantees;
· Conduct technical research and basic analysis as requested by PD/PO;
· Organize and arrange site visits as requested by PD/PO to demonstrate the accomplishment of the program in the field.
Collaboration and Partnership
· Proactively work with other colleagues in collaborative projects;
· Share knowledge, expertise, critical information and networks with other colleagues and/or partners under PD/PO’s guidance to increase support and demonstrate shared purpose;
· Maintain the list of partners for the program, assist in inviting international and domestic experts to support EFC’s stakeholders.
· Assist PD/PO to draft reporting materials, such as annual report and work plan to the regulators, and docket narrative;
· Work closely with other colleagues to support the office-wide events as required by the office, including annual meeting, staff retreat and China Week etc;
· Translate written materials from English to Chinese or vice versa as required by PD/PO;
· Support the Program communication and promotion activities, including develop promotion materials, uploading reports, etc., as required by PD/PO;
· Undertake additional tasks and responsibilities as assigned by PD/PO;
· 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 equivalent, preferably in a related field: environments, energy, urban planning and transportation etc.,; Deep interest in low carbon/sustainable urban development, energy, environment and climate issues.
· Working experience: two-year and above working experiences as a plus; experiences in environment, climate, 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.
· 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 for LCCP PA", to email@example.com.