he Project Coordinator is responsible for aiding the project's successful execution. Their role involves supporting the team to operate efficiently, ensuring that deliverables align with clients’ expectations and remain within the allocated budget under management oversight.
Key Responsibilities:
Governance:
- Liaise between the management team and operations to ensure activities and program functions are aligned with the client’s expectations.
- Act as a key point of contact for the Project Manager regarding project and financial management matters.
Client Management:
- Ensure that the financial and project management complies with the client’s specifications, performing the first review of documentation ahead of QA by the Project Manager and HQ.
Team Management:
- Assist in the recruitment process by announcing job vacancies and helping to filter and prepare shortlisted candidates for interviews.
- Support the setup of consultants with IT requirements and other induction processes.
- Contribute to work planning alongside the team, ensuring deliverables align with the workflow and meet deadlines for reporting.
- Coordinate weekly, monthly, and ad-hoc internal team meetings, manage calendars, and take comprehensive meeting notes.
- Develop and implement project templates, ensuring their consistent utilization across the program.
Partnership Management:
- Contribute to teamwork planning, deliverables management, and timely reporting.
Operations:
- Follow up with operations on activity requirements and ensure that printings are available on time.
- Ensure timely follow-up on local payments for operations, guaranteeing that all vendors receive payment in accordance with the agreed-upon terms.
- Conduct QA of logged expenses and manage local supplier accounts to ensure proper logging. Ensure that operation expenses are logged and local accounts are closed properly at the end of each month.
- Ensure that operation accounts are aligned with budget lines and forecasts.
- Support in maintaining and keeping all project trackers up to date.
- Execute all flight bookings and handle the administration for staff and consultant deployments.
Risk Management:
- Assist in identifying and escalating potential financial or operational risks to the Project Manager.
Financial Management:
- Contribute to financial management by preparing financial reports and maintaining records according to internal processes.
- Submit financial reports and conduct thorough quality assessments before submission.
- Contribute to the collection and storage of receipts and financial information.
- Flag any concerns about expenses, receipts, or financial matters to the Project Manager.
- Identify and rectify any cost misallocations between projects.
Reporting Lines: The Project Coordinator reports directly to the Project Manager.