Programme Office Project Assistant

Kainos; Belfast; On-site; GBP 40,000 - 60,000; Full time

Job summary

A leading tech solutions provider located in Belfast is seeking a Programme Office Assistant. This role involves providing administrative support to the Project Management team, managing financials, and ensuring smooth project operations. The ideal candidate has strong organizational skills and previous administrative experience. Join a diverse team committed to creating real impact through innovation and collaboration.

Qualifications

• Ability to manage team emails and arrange meetings.
• Competence in prioritizing tasks in a fast-paced environment.
• Previous administrative experience in a relevant setting.

Responsibilities

• Setup projects and manage ongoing administration.
• Assist with revenue and cost recognition.
• Handle timesheet and expense claim approvals.

Skills

Organizational skills

Communication skills

Time management

Computer skills

Education

GCSE English and Maths (Grade A*-C) or equivalent

Tools

MS Office (Excel)

PSA software (e.g. Kimble or Workday)

Job description

Overview

Join Kainos and Shape the Future. At Kainos, we’re problem solvers, innovators, and collaborators - driven by a shared mission to create real impact. Whether we’re transforming digital services for millions, delivering cutting-edge Workday solutions, or pushing the boundaries of technology, we do it together.

We believe in a people-first culture, where your ideas are valued, your growth is supported, and your contributions truly make a difference. Here, you’ll be part of a diverse, ambitious team that celebrates creativity and collaboration.

Ready to make your mark? Join us and be part of something bigger.

Main purpose

Main purpose of the role & responsibilities in the business:

As a Programme Office Assistant (Associate) at Kainos, you’ll be responsible for ensuring that a high-quality service is provided to the Project Management and Operations capabilities within the Digital Services business unit, demonstrating best practice throughout. You will provide administrative support for our engagements and will have a key role in the efficient management and delivery of these projects.

You’ll work as part of the Digital Services Operations PMO team and report into the Operations Manager. It’s a fast-paced environment so it is important for you to ensure that workload is prioritised, and tasks completed in a timely manner.

Responsibilities

• Setting up projects and carrying out the ongoing administration and maintenance within systems.
• Assisting with revenue and cost recognition.
• Assisting with managing project financials and reporting.
• Be responsible for Timesheet and Expense claim approvals.
• Assisting with month end invoicing.
• Routing and delegation of PMO support requests.
• Managing weekly timesheet completion (project specific).
• Dispatching invoices.
• Helping with routing and delegation of PMO support requests.
• Working with client PMO teams to ensure projects run smoothly.
• Taking on other ad-hoc administration duties.

Minimum (essential) requirements

• GCSE English and Maths (Grade A*-C), or equivalent.
• Good computer skills including MS Office including excel spreadsheet skills, and the ability to pick up new software applications
• Excellent organisational skills and confidence in acting as the first point of contact by managing the teams group e-mail and arranging initial meetings with project managers.
• Ability to carry out responsibilities in accordance with company policies, procedures and processes.
• Demonstrate commercial awareness and understanding of project and business dynamics.
• Effective personal time management and planning skills to deliver a high level of accuracy and attention to detail in tight timeframes/targets.
• Ability to work efficiently, make sensible decisions under pressure, and prioritise your workload in a fast-paced environment
• A self-starter who can work on their own initiatives with minimal supervision but escalate as required
• Effective verbal and written communication skills with both staff and external stakeholders
• We all work in teams here in Kainos – a proven ability of strong team skills, including taking direction from others, is crucial
• Previous Administration experience in a relevant working environment with an approachable, personable, dynamic, collaborative style.

Desirable

• Experience as a Project Coordinator, Project Assistant, PMO Associate, PMO Officer, PMO Coordinator or PMO Assistant or Project Management exposure
• Experience with PSA software (e.g. Kimble or Workday)
• Ability to use charts, pivots, and formulas in Excel

Embracing our differences

At Kainos, we believe in the power of diversity, equity and inclusion. We are committed to building a team that is as diverse as the world we live in, where everyone is valued, respected, and given an equal chance to thrive. We actively seek out talented people from all backgrounds, regardless of age, race, ethnicity, gender, sexual orientation, religion, disability, or any other characteristic that makes them who they are. We also believe every candidate deserves a level playing field.

Our friendly talent acquisition team is here to support you every step of the way, so if you require any accommodations or adjustments, we encourage you to reach out.

We understand that everyone's journey is different, and by having a private conversation we can ensure that our recruitment process is tailored to your needs.