Coordinator – Policy Implementation and Programmes

Description

About ICF

ICF (www.icf.com) 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 opportunity for growth.

About the Role

You would be joining the Policy in Action team at ICF. As a practice, we provide technical assistance, insights, research, networking, and other implementation services to EU institutions, particularly the European Commission, as well as organisations in the UK. Our current portfolio of clients includes DG Employment, the European Labour Authority, DG HOME, and DG REFORM – to name a few. We are looking for a Coordinator to join our team in Brussels to focus on a project with DG HOME.

You would be joining a community of experienced Coordinators who support our programme leads in the management of large multi-annual programmes. Among many tasks, Coordinators can look after coordination and compliance aspects in our projects, support contracting processes, and manage communication channels with partners, clients, and beneficiaries. You will also support financial aspects of projects or coordinate management information for project evaluation and management activities that our programme managers are responsible for. Where needed, you will support events and logistics-related tasks, though these are in addition to core programme coordination responsibilities. Coordinator responsibilities vary across projects, with more experienced Coordinators assuming activity coordination responsibilities on larger framework contracts.

For this role, you will work on projects with DG HOME. Opportunities to work across other projects may be available, subject to evolving needs.

Depending on your experience, you could be expected to:

• Support the coordination of activities under larger projects or frameworks under the direction of Programme Managers and Activity Managers / consultants.
• Support coordination of responses to requests for services, submission processes, and invoicing processes (managed by Programme Managers and Directors).
• Support project reporting activities by gathering information for programme managers.
• Assist with billing and due diligence processes on large programmes; operationalise reimbursable processes in liaison with programme beneficiaries.
• Coordinate and collect compliance aspects on projects.
• Monitor deadlines on events-related activities and report to Project Managers and clients.
• Carry out 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 meeting notes, and upload content to SharePoint and websites.
• Monitor project functional mailboxes and manage team communication.
• Administer online and paper-based surveys, report on outcomes, and recommend improvements for event delivery.

Specific Responsibilities for the Project(s):

• Project Management Support: Assist with work plans, subcontractor invoices, and financial tracking.
• Communication: Manage the functional inbox, respond to inquiries, and maintain mailing lists.
• Stakeholder Meetings: Provide logistical and administrative support for scheduling, documentation, and follow-up.
• Compilation & Formatting Support: Assist in compiling and formatting internal and external documents.

Depending on your level, you will typically support consultants and senior team members as they coordinate activity packages and deliverables, working closely with Programme Managers. While much of this work is desk-based, some aspects are client-facing.

Required Experience

• Minimum of 3 years’ experience in a similar environment.
• Experience coordinating projects and working with Project Managers.
• Familiarity with project management tools and milestone trackers.
• Experience managing and documenting information at the project level.
• Excellent oral and written English; fluency in another European language is an advantage.
• High proficiency in Microsoft Outlook, Word, PowerPoint, and Excel.
• Knowledge of Microsoft Teams, CISCO Webex, or Zoom is a plus.
• Strong business ethics, including protection of proprietary and confidential information.
• Experience delegating tasks and supervising others is an advantage.

Personal Qualities

• Highly developed interpersonal skills and self-motivation.
• Strong attention to detail and a high level of accuracy.
• Excellent organisational skills with a methodical approach.
• Ability to multitask and manage workload to meet deadlines without compromising quality.
• Flexible and responsive to client and organisational priorities.
• Comfortable working within multi-cultural, multi-disciplinary teams across time zones.
• Diplomatic, with strong external and client interaction skills.
• Problem-solver and team player with a “can-do” attitude.
• Ability to engage with all levels of internal and external stakeholders.
• Willingness to travel occasionally for events.

Ready to Apply?

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

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Working at ICF

ICF is a global advisory and technology services provider, but we’re not your typical consultants. We combine unmatched expertise with cutting-edge technology to help clients solve their most complex challenges, navigate change, and shape the future.

Candidate AI Usage Policy

At ICF, we are committed to ensuring a fair and equitable interview process for all candidates based on their own skills and knowledge. The use of artificial intelligence (AI) tools to generate or assist with responses during interviews (in-person or virtual) is not permitted. This policy helps maintain the integrity and authenticity of the interview process.

However, if you require accommodations involving AI tools, please contact us in advance at [email protected]. We are dedicated to supporting all candidates and ensuring equal opportunity for success.