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Job DescriptionIn supporting the work of the Consultancy Services Team (CST), the responsibilities of the role will include, but not be limited to, the following: Management of the CST databases * Work closely with the other Administrator to ensure smooth management of databases * Track all incoming CVs * Process CVs, management of electronic consultant files, and maintenance of consultant lists and data input to the databases * Ensure due diligence requirements are met including but not limited to - references, ethics & safeguarding forms are sought as appropriate (including 6 monthly sign off by Divisional Manager) * Establish status/category of consultants and ensure status is updated as necessary with a view to keeping database "live" * Ensure compliance with GDPR and Mott MacDonald Business Management System (BMS) requirements * Ensure all information is scanned into the system to maintain a paperless office CV and Bid document formatting * Ensure CVs and other background documents are formatted according to different client needs * Assist with gathering any other necessary documentation for tenders and projects * Scan in documents and save as appropriate Administration Closure of Bids & Projects * Assist finalising the administrative closure of projects and bids following their submission to the client * This includes ensuring all information about existing consultants such as availability, agreed fee rates, updated CVs etc are processed onto the database and processing any new consultants onto the database * Updating Excel tracker spreadsheets with any information required * Ensuring agreed fee rates are stored both on the database and the fee rate reporting spreadsheet * Maintaining the CST Search Summary Excel tracker which outlines all requests worked on by the CST team and closing these off as appropriate * Cover for the other Administrator and deputise for members of Consultancy Services Team in their absence and at times when their work load is high Research & Business Development Support * Supporting Consultancy Services Team with internet research for upcoming tenders and projects in international development settings as appropriate * Contribute to knowledge management for the business ensuring relevant data / information is passed on and used in appropriate databases and Mott MacDonald systems e.g. Business Development Toolbox etc * Assist other recruitment specialists and CST members in this regard Corporate Responsibilities * Contribute to the general work of the team and of the company as a whole * Establish good and considerate working relationships with all staff in the organisation which demonstrate respect for their particular role and responsibilities * Any other tasks and responsibilities as agreed with line manager/Director * Most of all the CST Coordinator should have the willingness to be flexible and be prepared to contribute to the company in other duties as required. Candidate Specification Skills * A flexible approach to work * Comfortable working in a constantly changing environment * Comfortable multitasking * Excellent verbal and written communication skills * Intermediate / Advanced level skills in Word and Excel (able to format reports and manipulate data) and experience of using email * Understands cultural differences and enjoys working in a multicultural environment. * Able to work both as part of a team and alone * Interest in International Development * Attention to detail ("starter-finisher") * Motivated to actively engage in own continued personal learning and development Experience * Education to graduate level or above * Previous administrative and / or research experience * An ability to implement and streamline administrative processes * Familiar with use of internet and social media for research and business development purposes * Intermediate - advanced computer competence, including Word and Excel (able to format word reports and manipulate data using spreadsheets) * Typing speed minimum of 60 words per minute * Excellent written English and spelling * Previous experience inputting data onto database * Knowledge of overseas aid markets and international development work would be useful Job Profile Mott MacDonald is committed to improving people's lives through creating and delivering tailored development solutions. We work in developing countries to alleviate poverty, establish good governance, and increase access, capacity and resilience in healthcare, education, water, sanitation, transportation, infrastructure and renewable energy - while safeguarding the environment and promoting human rights and gender equity. What makes us different is that we approach problems from a fresh perspective. As an employee-owned company, we have the freedom and independence of mind to find new ways to enhance human well-being and foster social and economic development through connected thinking. We are an equal opportunity employer and value diversity at our company. We do not discrimina

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