Job brief

We are looking for a responsible Programmes Coordinator to perform a variety of administrative and clerical tasks. Duties include providing support to our managers and employees, assisting in daily office needs and managing our company’s general administrative activities, especially record keeping and storage.

Responsibilities

• Creating programme management documents, project expenses, programme timelines, statement of work and project charters.
• Perform clerical-duties related to the specific programme, inventory management, and other reports.
• Consulting with programme clients to evaluate their needs and establish programme objectives, deliverable approval standards, and project schedules
• Horizontally manage the programme resources so that they are delivered to the programme team at the appropriate time.
• Serve as the interface between the programme team and clients from inception to completion.
• Allocate work among the team members and assist them in comprehending the programme goals and requirements
• Assist programme managers in tracking development and team members’ productivity and sharing information about the project with stakeholders.
• Coordinate with the stakeholders, create records, and prepare reports.
• Promote cross-team communication to assist the programme team members in completing project tasks and deliverables.
• Oversee the procurement management of the project.

Clerical responsibilities

• Answer and direct phone calls
• Organize and schedule appointments
• Plan meetings and take detailed minutes
• Write and distribute email, correspondence memos, letters and forms
• Assist in the preparation of regularly scheduled reports
• Develop and maintain a filing system
• Update and maintain office policies and procedures
• Order office supplies and research new deals and suppliers
• Maintain contact lists
• Book travel arrangements
• Submit and reconcile expense reports
• Provide general support to visitors
• Act as the point of contact for internal and external clients
• Handle requests and queries from Senior Managers, Executives and Senior Administrative assistants to handle requests and queries from senior managers

 Requirements, qualities and skills

• Proven experience as a Coordinator or Office Administrator
• Knowledge of office management systems and procedures
• Working knowledge of office equipment, like printers and other office machinery
• Proficiency in MS Office (MS Excel,  MS PowerPoint and MS Teams, in particular)
• Excellent time management skills and the ability to prioritize work
• Attention to detail and problem-solving skills
• Excellent written and verbal communication skills
• Strong organizational skills with the ability to multi-task

Qualifications

• Bachelor’s degree in business administration, management or a related field
• Project management certification
• Working knowledge of project management software
• Proficiency with Microsoft Office