Project Coordinator

ICF Consulting ServicesU.; Madrid; Presencial; EUR 35.000 - 55.000; Jornada completa

Descripción de la vacante

Join a forward-thinking consultancy firm as a Programme Coordinator, where your expertise will help manage large-scale projects for EU institutions. This role involves coordinating activities, ensuring compliance, and supporting project managers in delivering impactful solutions. With a focus on collaboration and growth, you'll engage in a dynamic environment that values your contributions. If you are detail-oriented, self-motivated, and possess strong interpersonal skills, this opportunity will allow you to make a meaningful impact while working with diverse teams across Europe.

Formación

• Minimum of 3 years experience in project coordination.
• Fluency in English; proficiency in another European language is an advantage.
• High proficiency in Microsoft Office applications.

Responsabilidades

• Support coordination of activities under larger projects.
• Assist in responses to requests for services and invoicing processes.
• Monitor deadlines related to events and activities.

Conocimientos

Microsoft Office

Project Management

SharePoint

Communication Skills

Fluency in English

Interpersonal Skills

Herramientas

Microsoft Project

CISCO Webex

Zoom Meetings

Descripción del empleo

ICF www.icf is a consultancy firm with offices in the UK, Belgium, US, and worldwide. At ICF, we help governments, public agencies, and international institutions solve complex problems and improve the quality of life of people around the world. We offer critical insight, rigorous analytical techniques, and implementation support to deliver innovative solutions and thought-provoking analyses for our clients.

Today, ICF is a global consulting services company with over 9,000 full- and part-time employees, but we are not your typical consultants. Working at ICF means applying a passion for meaningful work with intellectual rigor to help solve the leading issues of our day. We believe in collaboration, mutual respect, open communication, and opportunities for growth.

About the role :

You would be joining the Policy in Action team at ICF. Our practice provides technical assistance, insights, research, networking, and other implementation services to EU institutions, particularly the European Commission, as well as organizations in the UK. Our current portfolio includes clients such as DG Employment, the European Labour Authority, DG EAC, and DG REFORM. We are seeking a Programme Coordinator to join our Brussels team.

You will be part of a community of experienced Programme Coordinators supporting our programme leads in managing large, multiannual programmes. Responsibilities include coordination and compliance in projects, supporting contracting processes, managing communication channels with partners, clients, and beneficiaries, supporting financial aspects, and coordinating management information for project evaluation and activities. You may also support events and logistics related to the programmes, depending on your experience and project needs.

For the role, you will likely work across projects with the European Health and Digital Executive Agency and the EU Civil Protection Mechanism, with opportunities to engage in other projects based on evolving needs.

Depending on your experience, you could be expected to :

• Support coordination of activities under larger projects or frameworks under the direction of Programme Managers and Activity Managers/consultants.
• Assist in responses to requests for services, submission processes, and invoicing processes where appropriate.
• Support programme managers in collecting information for periodic project reporting.
• Assist in collecting information and evidence for billing and diligence processes, operationalizing reimbursable processes as needed.
• Help coordinate and monitor compliance aspects, supporting Programme Managers and Activity Leads.
• Monitor deadlines related to events and activities, providing periodic reports.
• Perform administrative tasks, including updating databases, trackers, spreadsheets, and filing systems.
• Prepare and issue subcontracts using standard templates.
• Provide high-quality formatting and proofreading of documents, take notes during meetings, and upload information to SharePoint and website pages.
• Monitor project-related mailboxes and administer surveys and evaluation forms, reporting outcomes and proposing improvements.

Depending on your level, you will typically support consultants and senior team members in coordinating activities and deliverables on larger programmes, working closely with Programme Managers. While much of this work is desk-based, some client-facing interactions may occur.

Required experience :

• Minimum of 3 years experience in a similar environment.
• Experience in coordination activities with Project Managers.
• Experience developing project management tools and milestone trackers.
• Managing and documenting information at the project level.
• Fluency in English; proficiency in another European language is an advantage.
• High proficiency in Microsoft Office applications, especially Outlook, Word, PowerPoint, and Excel.
• Knowledge of Microsoft Teams, CISCO Webex, Zoom Meetings is advantageous.
• Sound business ethics, including confidentiality and proprietary information protection.
• Experience delegating tasks and supervising others is a plus.

Personal Qualities :

• Strong interpersonal skills and self-motivation.
• Attention to detail and high accuracy.
• Excellent organizational skills with a methodical approach.
• Ability to multitask and manage varied workloads to meet deadlines.
• Flexibility to adapt to organizational and client priorities.
• Ability to work within multicultural, multidisciplinary teams across different countries and time zones.
• Diplomatic skills for interacting with external individuals and clients.
• Proactive problem-solving and team-oriented attitude.
• Ability to engage with all levels of internal and external parties, including occasional travel.

Ready to apply

Interested candidates are invited to follow this link and submit a cover letter and CV.

Indeed #LICC1

Working at ICF

ICF is a global advisory and technology services provider, combining unmatched expertise with cutting-edge technology to help clients solve complex challenges, navigate change, and shape the future.

Candidate AI Usage Policy

ICF is committed to a fair and equitable interview process. The use of AI tools to generate or assist responses during interviews is not permitted, to maintain integrity. Candidates requiring accommodations involving AI should contact us in advance. We are dedicated to supporting all candidates.

Location: Madrid, Spain (ES01)

Required Experience :

Key Skills

Microsoft Office, Outlook, Word, Visio, PowerPoint, Excel, Project Management, SharePoint, Project Management Software, Microsoft Project, Administrative Experience, Project Coordination