Project Coordinator

Key Areas of Responsibility:

Overall responsibility for office and other assets:

Ensures that office facilities and equipment are functional and maintained in serviceable conditions;

Liaise with vendors to request quotes and procure office supplies, services, and equipment

Maintain up-to-date Asset Registers to submit to Finance for periodic review

Manages service contracts and lease agreements

Administer insurance of office and project staff and coordinate office insurance

Manage office utilities and related providers (ensure reliable supply and prompt payment for: electricity, generator, internet, cleaning services, water supply)

Project Maintenance:

Maintain project information data (file structures, document control, project pages and archives)

Assist with client contract amendments under the direction of the (Assistant) Project Manager as necessary

Subcontracting:

Set up new suppliers in line with OPM processes

Preparation of draft engagement contracts and amendments under the direction of the (Assistant) Project Manager

Maintain subcontract tracker in conjunction with the Assistant Project Manager

Ensure completion of due diligence reviews 

Finance:

Ensuring that project budgets are on track, including:

Matching contract changes to budget and process for approval

Monitoring and checking budget coding, resolving issues as required

Checking and processing staff expenses and external invoices

Assisting the (assistant) project manager with forecasting, managing budget and rebudgets as required

Compliance with local financial reporting and tax regulations

Maintenance of accurate and up-to-date office accounts

Prepare and send monthly cash requests to OPM Oxford Office

Prepare payments, advances and journal vouchers that include withholding taxes and comply with federal, state, and company regulations

Monitor status of advances and expenses accounts to ensure that payments/expenditure reporting are up to date

Preservation and hard filing of the accounting records properly

Ensure petty cash procedures are followed for OPM Beirut

Complete the monthly cashbooks, bank reconciliation of all bank accounts and other monthly financial reports for OPM Beirut, reporting to OPM Oxford on the 1st day of each month

Provide support to all aspects of budgeting, financial performance reporting & forecasting, financial business analysis, VfM, and benchmarking.

Coordinate with external Auditors for timely completion of the Audit

Implementation:

Implement project procedures in line with OPM’s Project Management Framework

Coordinate activities across all teams (project team and OPM central teams) to facilitate successful project outcomes

Coordinate activities on behalf of the (Assistant) Project Manager as requested in line with project workplan

Assisting with the organization and delivery of effective workshops and other project events

Support to the (Assistant) Project Manager in implementing compliance administrative procedures established by the relevant functions e.g. security, legal, finance, HR and duty of diligence etc

Providing administrative support to project procurement and assets management procedures

Supporting the implementation of project policies and procedures ensuring that they are maintained and adequately communicated to staff

Reception of visitors and preparation of meetings

Providing logistical support including:

Arranging hotel bookings, local transport and airport pick up

Supporting with visa applications and where appropriate, work permits in accordance with HR procedures and process

Updating company travel diary

Communications:

Project communications administration: Coordinating outsourcing of a range of communications services within standardized OPM templates, these being: copyediting, formatting, translation, design and printing. 

Supplier liaison: acting as a local point of contact for external suppliers on specific jobs to ensure the smooth delivery of outsourced work

Championing office templates: ensuring OPM’s Microsoft Office suite of OPM branded project templates are used correctly across all OPM branded projects

This is a challenging and interesting role, where you will be responsible for combining and acting upon the information gained from a central team and the Project Manager. You will be pivotal in bringing the two parties together to discuss what the appropriate outcome should be to ensure client satisfaction.

We work in a fast paced environment so you will need to be highly organised, efficient and an effective communicator to ensure that all deadlines are met. You will take a proactive approach resolving issues with internal and external stakeholders and escalating issues to the appropriate teams as and when required.

Skills and requirements:

Proven organisational and planning skills, with excellent attention to detail
Excellent administrative skills with Microsoft Office ability
Experience in supporting the implementation and delivery of development partner funded programmes (DFID, USAID) would be ideal.
Good numeric skills including familiarity with basic financial documents (e.g.: timesheets, budgets)
Ability to work to tight deadlines and flexibility to cope with several jobs simultaneously
Should be a strong team player and have the ability to work effectively as part of a team, as well as the ability to work independently 
Good stakeholder management skills
Good communication skills with fluency in English & Arabic.