Project Coordinator / Administrator

Department: Project Management Office (PMO) - Programme Office & Governance

Reports To: Head of Project Management Office

Requirements:

1. Provide Project Administration services to various projects across the business:

1. Implementation and maintenance of a manual and an electronic filing system for project and all sub-project master documentation.
2. Implementation of all software and project management methodology templates.
3. Arrangement and minute taking of overall project and sub-project progress meetings ensuring sign-off and distribution within agreed turnaround times.
4. Maintained Macro and Sub-Project meeting schedule.
5. Scheduling and arrangement of required project meeting venues.
6. Preparation and distribution of agendas and attachments, as requested by the project manager, sub-project managers.
7. Consolidation of sub-project progress metrics into a consolidated project progress report for review by the project manager.
8. The updating of the project plan (at all project levels).
9. Preparation for project scoping and planning workshops and the population of workshop information into the required templates, including the arrangement of the appropriate workshop venues, as directed by the project manager.
10. Maintenance of the scope change register with the project manager.
11. Set-up and maintenance of a project events calendar, with updated project team member information details, ensuring that all project team members and stakeholders are fully informed of all project activities.
12. Updating of the project budget, as designed and managed by the project manager.
13. Provision of general project administration support for the project manager and sub-project managers.

Coordination Support for Pele Project Management Methodology:

1. Provide administrative and coordination support for the ongoing refinement and practical implementation of Pele's Project Management Methodology, ensuring smooth operations and efficient information flow.
2. Assist in the development and maintenance of organized repositories for project management templates, tools, and guidelines, ensuring easy access for project managers across Pele.
3. Coordinate the logistical aspects of communicating and rolling out project lifecycle phases, ensuring project managers are well-informed and supported in adopting a consistent and rigorous approach to project management.
4. Provide coordination support to ensure the methodology effectively addresses the complexities of renewable energy and community development projects, assisting in the dissemination of relevant information and resources.

Coordination Support for Governance & Oversight of Project Management Practices across Pele:

1. Provide administrative and coordination support for the implementation and ongoing improvement of Pele's project governance framework, ensuring efficient processes and organized documentation.
2. Assist in the logistical arrangements for regular governance reviews and audits of project management practices across Pele's project portfolio, ensuring smooth execution and efficient data collection.
3. Support the monitoring of key project performance indicators (KPIs) by assisting in data gathering and reporting, contributing to the provision of portfolio-level insights to senior management on project health and methodology effectiveness across Pele's initiatives.
4. Assist in the coordination of communications related to proactively identifying and addressing deviations from the PMO methodology and governance framework, ensuring timely information flow and organized follow-up on corrective actions.

Coordination Support for Guidance, Mentorship, and Support for Pele Project Managers:

1. Act as a central coordination point for project managers within Pele's operational business units seeking support and resources related to project management methodology and governance.
2. Provide logistical and administrative support for the delivery of guidance, coaching, and mentoring activities for project managers on the application of the PMO methodology, tools, and techniques.
3. Coordinate the scheduling and logistical arrangements for targeted training programs and workshops on project management best practices and the PMO methodology, ensuring efficient delivery and participant satisfaction.
4. Support the fostering of a collaborative community of practice among Pele project managers by assisting in the organization of knowledge sharing events, best practice forums, and continuous learning initiatives.

Qualifications:

1. Education: Bachelor's degree in business science, Business Administration, or a related field preferred. Associate's degree or equivalent experience required.
2. 3 years of experience in project coordination, administrative support, or a similar role, with a focus on supporting Programme Office functions, methodology application, and governance, ideally within the renewable energy sector or related infrastructure industries.
3. Demonstrated experience in providing administrative and coordination support within a project-focused environment, preferably within a PMO setting.
4. Familiarity with project management principles and practices, with an interest in supporting best-in-class project management methodologies and governance frameworks.
5. Experience in providing coordination support to project management teams within a matrix organization.
6. Strong Organizational & Coordination Skills for Project Management Support: Excellent organizational and coordination skills, with a focus on providing effective administrative and logistical support to project management activities and Programme Office functions.
7. Administrative Proficiency for Methodology & Governance Support: Demonstrated proficiency in administrative tasks, including scheduling, documentation, record-keeping, and information management, specifically in support of project management methodology and governance activities.
8. Communication & Interpersonal Skills for Project Coordination: Good communication skills, both written and verbal, and strong interpersonal skills to effectively coordinate with diverse stakeholders, including project managers, operational business unit team members, and PMO colleagues.
9. Proactive & Efficient Support Style: Proactive and efficient approach to providing administrative and coordination support, anticipating needs and ensuring smooth operations within the PMO and for project managers in the field.
10. Attention to Detail & Quality Focus: Strong attention to detail and commitment to ensuring the quality and accuracy of administrative and coordination support provided to the PMO and project teams.
11. Technical Proficiency: Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), project management software (e.g., MS Project, SharePoint), and collaboration tools.
12. Certifications (Highly Preferred): Certified Associate in Project Management (CAPM) or similar.