Job Title: Program Associate, Transportation
Location: Beijing, China
Reports To: Program Officer, Transportation

SUMMARY:

The Program Associate (PA) is responsible for supporting Program Officer (PO) and Program Director (PD) on strategy development, funder relations, grants administration, events organization and logistics support. The PA reports to the Program Officer (PO).

ESSENTIAL DUTIES & RESPONSIBILITIES:

Grants and Projects Management

• Administrate the grant-making process in the EFC’s grants management system, drafting Internal Expenditure Recommendation Form (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 EFC’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;
• 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 SF Office;
• Support grant auditing and work with grantees to assure full compliance with EFC 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.

Strategy Cycle and Fundraising Support

• Support PD/PO in strategy cycles including strategy formulation and review, logic models updates, and budget setting by conducting basic research and providing input based on frequent communications with grantees;
• Help draft funder’s proposals and prepare reports to update funders on progress of related grants and projects;
• Support the related research as requested by funders;
• Organize and arrange site visits for the funders 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.

Others

• Assist PD/PO to draft reporting materials, such as annual report and work plan to the regulators, and docket narrative and logic model to the board;
• 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
• 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 above, preferably in a related field: environment, transportation, energy and climate, or other related majors etc. Deep interest in transportation system and advanced technology.
• Working experience: about two years of related working experience as a plus; experiences in environment, transportation, and project management are strongly preferred.
• Language: native-level Chinese language skills required; 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 problems independently, and demonstrate potential to solve complicated problems.
• Communications: ability to communicate with others clearly, listen actively and write with clear logics.

SUCCESS FACTORS:

• 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 and provide timely support to accomplish team/organization objectives.
• Self-motivated and disciplined – Keep close observations to daily operation, and identify potential problems timely with recommended solutions, continuously set benchmark of high-quality work in mind.

Energy Foundation China provides a comprehensive benefits package, including competitive salary and generous vacation.

Please email a cover letter and resume, with subject line "Application for CTP PA", to jobs@efchina.org.