Projects Coordinator

Title

Projects Coordinator

KEY RESPONSIBILITIES:

Project Coordinator

Main Responsibility: Lead in all aspects & elements of project planning, initiation, execution, monitoring, and closure

Decision making Responsibility: Limited decision-making authority

Team Management Responsibility: Manages all the project tasks. This includes (1) Assist in determining what resources, processes, and other materials will be necessary to complete the project in the desired timeline and draw up plans for each phase of execution and (2) Coordinate the various tasks and business teams to help achieve the project goals.

Problem Solving Responsibility: Focuses on immediate solutions and task-specific issues

Communication Responsibility: Communicates project status, risks, red flags and roadblocks to the project manager and relevant stakeholders. 

Mentorship Responsibility: Open to receives mentorship from senior project managers

Relationship Building Responsibility: Managing & building Project Stakeholder and resource relationships

Reporting Responsibility: Resources, updates and project related reporting

Final Accountability: Responsibility includes ensure project concerns are raised with the project manager and stakeholders are held accountable to the dates and commitments made to the project.

Value Contribution: Understanding and deliver the projects value and worth to the business and ensure the tasks are managed accordingly to realise the proposed value.

CORE RESPONSIBILITIES:

The core responsibilities are aligned to the chosen project management foundation of the project management office and are not limited to the below:

Planning

Planning is to establish business requirements, establish cost, schedule, list of deliverables, and delivery dates, establish resources plans and obtain management approval and proceed to the next phase.

Scope planning – specifying the in-scope requirements for the project to facilitate creating the work breakdown structure.

Prepare the work breakdown structure – spelling out the breakdown of the project into tasks and sub-tasks.

Project schedule development – listing the entire schedule of the activities and detailing their sequence of implementation.

Resource planning – indicating who will do what work, at which time, and if any unique skills are needed to accomplish the project tasks.

Budget & Value planning – Assist in determining the value that will be derived from successfully delivering the project and determine the costs that were incurred at the completion of the project.

Procurement planning – focusing on vendors outside your company and subcontracting.

Risk management – planning for risks and considering optional contingency plans and mitigation strategies.

Quality planning – assessing quality criteria to be used for the project.

Communication planning – designing the communication strategy with all project stakeholders.

Organizing

Organizing is about assigning roles to the team members and setting deadlines to achieve targets.

Set up your schedule management plan.

Keep your project paperwork organized.

Put your project management plan into action.

Pay attention to progress with your project & schedule management plan.

Make sure you are meeting your project management plan deadlines.

Leading

Leading is that broad role of ensuring the project team is aligned strategically and operationally.

Coordinate with different people to ensure that the project goes on in a smooth manner.

Keep a regular check on the project developments.

Ensure that the project team members are meeting the deadlines and following the guidelines.

Conducts meetings and makes that the team members do the follow-up actions.

Make decisions at every stage of the project progress in consultation with the Project Manager

Think about wide-ranging issues and make decisions accordingly in consultation with the Project Manager

Build knowledge about the technical issues associated with the project.

Demand excellence from their team members and help them in their personal development in consultation with the Project Manager

Lead and motivate team members during the down phase and keep their morale high in consultation with the Project Manager

Monitoring

Monitoring is the process of keeping track of all project-related metrics including team performance and task duration, identifying potential problems and taking corrective actions necessary to ensure that the project is within scope, on budget and meets the specified deadlines (Measure, Evaluate and Correct)

Real-time monitoring of team performance.

Regular status and progress reports.

Providing recommendations and suggestions.

Ensuring that recommended actions are implemented.

Communicating

Communications Management includes the processes that are required to ensure timely and appropriate planning, collection, creation, distribution, storage, retrieval, management, control, monitoring, and the ultimate disposition of project information are communicated appropriately.

Managing Risk

It is the process used by project coordinators to minimize any potential problems that may negatively impact a project's timetable.

Identify the Risk.

Analyse the Risk.

Prioritize the Risk.

Assign an Owner to the Risk.

Respond to the Risk.

Monitor the Risk.

Key project management skills:

Clear and effective communication with team members, stakeholders, and clients is crucial for project success.

Guiding the team to achieve project goals.

Maintaining order and structure throughout the project lifecycle.

Creating realistic schedules and timelines to meet project deadlines.

Identifying potential risks and communicating it to the project manager.

Identifying and addressing issues that arise during the project in consultation with the project manager.

Effectively escalating changing circumstances and unexpected challenges within the project to the project manager.

Assist the project manager in reaching agreements with stakeholders and resolving conflicts.

Analyzing situations logically and making informed decisions in consultation with the project manager.

Managing disagreements within the team and with external parties in consultation with the project manager.

Developing a detailed project plan with defined tasks, timelines, and resources in consultation with the project manager.

Understanding the specific tools and methodologies relevant to the project in consultation with the project manager.

QUALIFICATIONS, EXPERIENCE, & SKILLS:

Educational Qualifications:

·       Matric.

·       Introduction to Project Management.

·       Advanced Project Management.

·       Any other Project Management related Qualification will be an added advantage.

Professional Qualifications

·       Certified Associate Project Manager (CAPM) Certification (PMI) will be an added advantage.

·       B Com Degree or related qualification will be an added advantage

Years of Experience

·       1 to 3 years project management work experience.

Other requirements

·       A good understanding of the various project management foundations

·       Technology and system savvy with a good understanding of IT and IT related practices and systems.

·       Exposure in a corporate environment.

·       Proven leadership experience.

·       Working knowledge of transaction switching, POS systems and debit order processing advantageous.

·       Great Communicator with fluency in English is mandatory.

·       Strong oral and written communications skills with good numeracy skills.

·       Strong organisational and prioritisation skills to effectively manage resources.

·       Excellent administrator with strong attention to detail.

·       Ability to work in a fast-paced environment whilst still maintaining high levels of accuracy.

·       Ability to maintain supreme levels of ethical behaviour and confidentiality.

·       Ability to identify opportunities for improvement.

·       Ability to multi-task.

·       Flexibility to travel.

Behavioural Competencies

The incumbent is required to have demonstrated the following competencies:

1. Adaptability/Decisiveness

Ability and confidence to vary between being flexible and holding firm on a decision, depending on what the situation requires.

Showing leadership by adjusting one's approach to the demands of a particular task by taking and maintaining a position in a self-assured manner.

2. Initiative/Perseverance

Ability to be willing to take action to address needs without being requested to do so.

Staying on-task to completion, particularly in the face of obstacles or other trying circumstances.

3. Interpersonal Skills

Ability to work effectively with different people and teams of people by putting others at ease.

Acknowledging diverse opinions, addressing relevant concerns, minimizing conflict, promoting harmony.

Cooperating with others and working toward consensual solutions to achieve the group's objectives.

4. Organizational Skills

Ability to identify and set priorities, plan and effectively allocate appropriate resources.

To attend to detail so that relevant issues are addressed and result in high-quality outcomes.

5. Stress Management

Ability to work well under pressure or opposition, while maintaining effectiveness and self-control in the midst of any one or combination of stressors, including emotional strain, ambiguity, risk to self and fatigue.

6. Valuing Service and Diversity

Ability to be sensitive to client and community needs and perceptions by providing prompt, efficient and equitable service, involving clients and community in the resolution of problems that affect them.

Education

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