The Aurum Institute is seeking a highly diligent and organised Project Coordinator to help with a busy workload in our Project Support department.
Project Administrators have a key role in providing logistical and administrative support to the programmes, ensuring that compliance across project processes and procedures are on track. If you would like to use your planning, prioritising and communications skills in a fast-paced environment we’d love to hear from you.
Duties:
International Project administration:
Establish and maintain project information data (file structures, document control, project pages and archives)
Maintaining project information and ensuring project folders are up to date in Sharepoint and Teams platforms
Update and maintain a database of project information in the relevant systems
Assisting with international project office set-up and contract amendments under the direction of the Project Director
Assisting the project team with presentations and reports as required
Travel and events:
Ensure the provision of travel arrangements across various projects.
Ensure timely granting of visas and other travel arrangements.
Negotiate and/or participate in the negotiation of corporate rates and discounts with service providers for events and meetings.
International and virtual conferences and events: Arrange group registrations and all travel arrangements.
Finance:
Setting up new suppliers in line with Finance Department processes
Manage the department credit card purchases and reconciliations
Checking and processing claims, expenses and external invoices
Project Implementation:
Provide day-to-day administrative support to our project teams. When required, set up team meetings, record meeting minutes and allocate actions
Support the Monitoring & Evaluation Lead to monitor progress on projects. Assist with project travel arrangements as and when required.
You may also be required to undertake other assignments from time to time, depending on the needs of the project.
Ensure optimal support to travel, mobility and connectivity of the project members.
Knowledge Management
Maintain relevant project data in various systems pertaining to capacity, new opportunities and general project records
Oversee the upkeep of project documents to ensure they’re fit for use
Ensure that Team meetings are conducted smoothly – from developing clear agendas to recording and publishing minutes allocating actions
Responsible for the administration of project management software (SharePoint) and become a knowledge base on SharePoint
Providing support to other users on SharePoint
Providing responses to ad hoc requests for information on projects
Coordinate activities across all teams to facilitate successful project outcomes
Communications:
Assists with the production of innovative communication tools, products and platforms. These include but are not limited to reports, briefs, presentations, and special background papers.
Organizes and supports communication strategies, messages and materials for project trainings, conferences, workshops, and meetings.
Develops and manages innovative mechanisms and tools to capture and share IMPAACT4TB progress, achievements and impact.
Project communications administration: Coordinating outsourcing of a range of communications services
Supplier liaison: acting as a point of contact for external suppliers on specific jobs to ensure the smooth delivery of outsourced work, addressing and resolving issues as they occur, ensuring suppliers are properly briefed, maintaining positive relationships and processing supplier invoices.
Championing office templates: ensuring branded project templates are used correctly across all branded projects, and advising staff on their proper use.
Maintain and update the IMPAACT4TB Project website.
Developing and distributing Project Newsletters and project statements with a basic understanding of Mailchimp and WordPress.
Job Requirements:
To be considered for shortlisting stage, candidates must own the following essential skills, knowledge and experience:
Bachelor’s degree and 5-7 years of experience
Proven experience in the coordination of projects with multiple stakeholders
Excellent verbal and written communication skills
Strong sense of responsibility, personal initiative, and follow-through
Ability to work independently in a fast-paced, multi-task environment
Proficiency in Microsoft Office 365
Good numeric skills including familiarity with basic financial documents (e.g.: timesheets, budgets)
High standard of both spoken and written English
Ability effectively prioritise and meet deadlines
Good level of attention to detail
Good organisational skills with the ability to use own initiative
Flexibility to cope with several jobs simultaneously to agreed deadlines
Ability to work effectively as part of a team
Ability to work and communicate effectively with people at different levels in the organisation
Knowledge and experience of the international development business would be desirable
Commitment to work following values: collaboration and mutual support; integrity and respect; trust, empowerment and accountability
Established in 1998, the Aurum Institute is an African Public Benefit Organisation whose mission is to improve the health of people and communities, dedicated to researching, supporting, and
implementing innovative, integrated approaches to Global Health
