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Objectives
- Provide project coordination support to assigned projects and Project Managers in accordance with agreed assignment requirements;
- Maintain accurate and up-to-date project information, trackers, records, and documentation;
- Coordinate agreed routine project processes and follow up on actions, inputs, and deadlines within the scope of the relevant assignment;
- Facilitate agreed project-related communication and information flow among relevant project personnel and support functions; and
- Provide coordination and administrative services intended to support effective project delivery and enable Project Managers to maintain oversight of assigned projects.
Activities
Project Coordination and Follow-up
- Maintain project workplans, calendars, trackers, action logs, deliverable schedules, and other project records using information and requirements applicable to the relevant assignment and provided or confirmed by the Project Manager;
- Track agreed deadlines, actions, and required inputs and follow up with relevant project personnel as reasonably necessary for delivery of the agreed assignment;
- Coordinate project meetings, prepare agendas and materials, record relevant decisions and actions, and track agreed follow-up actions where included in the relevant assignment;
- Maintain visibility of agreed deliverables and coordinate the collection of required inputs, reviews, and approvals within the scope of the relevant assignment;
- Organize project files and support the appropriate recording and archiving of key documentation, decisions, approvals, and final deliverables;
- Support the coordination of meetings, workshops, travel, field activities, and other project activities where included in an agreed assignment;
- Compile project information required for agreed internal or external reporting and updates; and
- Flag overdue actions, emerging delays, missing information, or other issues requiring the Project Manager's attention.
Financial and Administrative Coordination
- Maintain budget, expenditure, allocation, and level-of-effort trackers using information provided by the Project Manager, Finance, and relevant project personnel;
- Compile and organise information required for project budget reviews, forecasting, and resource planning;
- Coordinate agreed inputs and documentation required for invoicing, consultant payments, contracting, procurement, travel, and other project-related administrative processes;
- Follow up with Finance, Operations, HR, and other relevant support functions on project-related requests and outstanding actions where reasonably necessary for an agreed assignment, without exercising authority over COAR personnel or COAR’s employment or personnel decisions;
- Maintain project financial, contractual, and administrative records; and
- Flag missing information, upcoming requirements, or variances to the Project Manager for review and action.
Client, Partner, and Team Support
- Coordinate client, partner, and project meetings and related logistics and materials where included in an agreed assignment;
- Record and circulate meeting notes, decisions, action points, and follow-up items where required for the relevant assignment;
- Maintain records of client and partner feedback, requests, approvals, and decisions;
- Support the preparation and formatting of agreed project updates, presentations, meeting materials, and correspondence;
- Coordinate collection of information or inputs required for agreed client and partner communications; and
- Track agreed follow-up actions arising from client, partner, and internal meetings.
Proposal and Organizational Support
- Where included in an agreed assignment, provide coordination and administrative support for project extensions, renewals, and related proposals;
- Maintain agreed proposal timelines and coordinate collection of required inputs and supporting documentation;
- Compile project information, past performance materials, staffing information, and other inputs required for proposals;
- Support organisation of project start-up and handover documentation following new awards, where included in an agreed assignment; and
- Provide other specifically agreed project coordination services reasonably related to the scope of an accepted assignment.
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