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Project Advisor, Global Mobility (1 Year ASW)
* Abingdon Rd, Culham, UK
* Full-time
* Division: People Division
* Site Location: UKAEA Culham, Oxfordshire
* Confirmed Grade: Level 4
* Department: People & Culture
The Role
Are you looking for an exciting opportunity to make a difference? Join our team and contribute to the future of fusion energy. As Project Advisor, Global Mobility, you will play a pivotal role in comprising of project management of global mobility activities for the program in line with the secondee mobilisation, immigration, service provider delivery and invoicing requirement. You will also coordinate documentation for visitors coming to UKAEA and other team administrative activities. In addition, you will lead on finance related activities including requisitions, POs, invoices and reporting to ensure the team remains compliant and all financials are managed in time and act as a key contact to the programs and Finance team. You will be responsible for reporting, data accuracy, compliance and process alignment, ensuring that the organisation remains compliant with immigration practices, researching legal and regulatory requirements with respect to UK immigration, contractual, social security, taxation, various secondment related insurances and GDPR compliance. You may also be involved in P&C activities and projects as required, taking an active role in delivering and developing an exceptional Global Mobility service to the business.
Key Accountabilities:
Project Management:
* Provide pro-active management and maintain oversight of GM related project updates, particularly estimate collation, planning, cost forecast and monitoring, overall execution strategy for secondment delivery for Global Mobility.
* Provide comprehensive maintenance and reporting of mobility progress and associated service delivery costs.
* Evaluate and present decisions that secure the benefits the project is tasked to deliver
* Resole obstacles to strategy delivery and leading the identification and employment of creative solutions to overcoming them.
* Work with the Project Sponsor and Global Mobility Manager to develop a Project Management Plan that defines how the project will be delivered.
* Oversee effective communication within the project and assist the sponsor through interactions with stakeholders, defining the project milestones and deliverables.
* Manage project document development for a project lifecycle in compliance with the UKAEA's Quality Assurance requirements.
* Ensure all project activities are undertaken in a systematic manner with a Systems Engineering approach at the core of the technical solution to project objectives.
* Report of progress against milestones, changes, exceptions, budgets and other key performance indicators.
* Liaise with other Groups and Departments to ensure effective co-ordination and collaboration across interfaces and competing demands.
Financial Management and Reporting
* Provide financial analysis and support around invoicing - especially tax/VAT associated with various types of services, UK and international beyond what has been quoted vs what is invoiced.
* Provide financial management around taxation, process mapping and reporting on how it is handled for secondments across various location.
* Provide system support with raising requisitions and associated actions. Someone internal who understands the systems and government requirements is key.
* Manage the calculation of allowances for international secondments out and future ones (there will be support provided such as analysis of what is being expensed by the current secondees etc we track a lot of this information already but do not understand the implications of what goes into an allowance other than pure costs).
* Manage the calculation of rates for secondees being cross charged to other businesses and associated increased in line with pay changes at UKAEA.
* Support with requisitions, POs and ensure invoices are raised and paid. Organise internal recharging for a wide range of financial situations related to secondments which requires a good understanding of the overall goals and the approvals process within the HR system.
* Ensure that Private Health Insurance enrolments/ refunds are up to date and paid efficiently.
* Constantly contribute to finding find ways to increase efficiency and deliver a positive and value-added programme for the secondees, visitors, managers and the organisation.
* Own the reports with data and be able to prepared reports that tell a clear progress story for stakeholders to follow.
Other Responsibilities Include
* Act as a first point of contact for enquiries about visits providing advice and guidance; liaising with other departments to discuss and progress documentation. Promote positive approach to EDI in all aspects of the secondment and visitor processes.
* Liaise closely with line managers, Business Continuity team and Department Secretaries on a wide range of different visitors who may need visa guidance, and special letters for immigration purposes.
* Work with our external global mobility relocation company and other external service providers ensure the safe (GDPR compliant) transfer of personal sensitive information between the parties, flagging where best practice is not being followed by others.
* Check information carefully and prepare wide range of letters / forms/ and data including personal financial information about salaries, allowances, expenses, passport details and contractual information. Every situation is different depending on the country concerned.
* Escalate novel or complex requests to the Senior Global Mobility Advisor or Global Mobility Manager as they arise.
* Promote UKAEA's values, championing a culture of equality, diversity, and inclusion.
* Ensure that your behaviour promotes the safety, health and welfare of yourself and your colleagues.
* Work in accordance with and contribute to improving best practices and quality standards within the team, division and across the organisation.
* Work in accordance with UKAEA policy and undertake any other reasonable tasks or duties requested by Management commensurate with grade.
Qualifications
Essential:
* Project Management qualification (Prince 2, APM Practitioner, Agile PMP).
* Excellent interpersonal skills, including the ability to positively influence stakeholders at all levels of the business.
* IT literate, fluent in Microsoft Office, including Excel and PowerPoint.
* Experience of managing financials as an end-to-end process.
* Good planning and organisational skills, with excellent attention to detail.
* Ability to work autonomously, with initiative and minimum supervision, and/or collaboratively as part of a diverse team.
* Pro-active approach to safety, with good appreciation of UK compliance requirements in design.
* Strong commercial awareness with the ability to make sound economic decisions that maximise project value.
* Excellent communication, influencing, and collaboration skills.
* Strong analytical mindset and attention to detail.
* Experience collaborating with external partners.
Desirable:
* Educated to degree level in programme & project management.
* Chartered status in relevant STEM discipline.
* Experience using Unit4 Business System beneficial.
* Track record of delivering complex engineering projects to budget, time and cost.
Good background knowledge and understanding of fusion science and/or technology and engineering.
Rullion celebrates and supports diversity and is committed to ensuring equal opportunities for both employees and applicants.
