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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