Job Title: Program Associate, Low Carbon Cities

Location: Beijing, China

Reports To: Program Officer, Low Carbon Cities

SUMMARY:

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

ESSENTIAL DUTIES & RESPONSIBILITIES:

Strategy Cycle and Fundraising Support

• Support PD/POs 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 related research as requested by funders;
• Organize and arrange site visits for the funders to demonstrate program accomplishment in the field.

Grants and Projects Management

• Administrate grant-making process in EF China’s grants management system, drafting Internal Expenditure Recommendation Form (IERF) and filling in necessary information to initiate project application, monitoring and following up during grant period, and drafting evaluation to close the grant in a timely manner;
• Collect and carry out due diligence on grants related materials, including grant proposals, budget proposals, mid-term and end-term narrative and financial reports, technical reports, and etc., and upload the materials to EF China’s grants management system timely;
• Support team to monitor project progress and collect updates in the filed timely, help organize and attend meetings at various stages of the project and follow through to ensure desirable deliverables and outcomes;
• Monitor 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 team, and reconcile program budget internally and with SF Office;
• Support grant auditing and work with grantees to assure full compliance with EF China policies and regulations both in China and in the U.S.;
• 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 issuing invitation letters, arranging accommodation and transportation, scheduling meetings, assembling meeting materials, arranging or providing translation services, taking notes and developing meeting summaries, and etc.

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 team’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 EF China’s stakeholders.

Others

• Assist to draft reporting materials, such as annual report and work plan to regulators, and docket narrative and logic model to the board;
• Work closely with other colleagues to support office-wide events as required by the Office;
• Translate written materials from English to Chinese or vice versa as required;
• Undertake additional tasks and responsibilities as assigned by PD/POs;
• 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 building science, architecture, urban planning, or related fields; knowledge of energy, environment and climate is a plus; deep interest in low carbon/sustainable urban development, climate, and energy transition issues.
• Work experience: two-year and above related work experience; experiences in building energy efficiency, building electrification, building HVAC, building appliances, urban planning/design, 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 necessary steps rigorously, with a good understanding of purpose, scope and timeline of the projects.
• Problem solving skills: ability to use logics to solve simple 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 Spirit – Collaboratively works toward solutions which benefit all involved parties; willingly cooperate with others to accomplish team/organization objectives.

Please email a cover letter and resume (Chinese & English), with subject line "Application for PA, Low Carbon Cities", tojobs@efchina.org.