Information Technology Project Coordinator

• 1. Role Summary

The Project Coordinator supports ICT project delivery by coordinating schedules, tracking actions and deliverables, maintaining project documentation, and producing high-quality status reporting and analysis across one or multiple projects.

The role requires strong multi-tasking, attention to detail, and confidence working with Microsoft Project (MS Project).

• 2. Reporting Line and Interfaces:

Reports to: Project Manager / Program Manager

Key interfaces: Delivery teams, Engineering/Operations, Vendors, Procurement, Finance, PMO, Customer stakeholders.

Work mode: Onsite / Hybrid / Remote (as applicable).

Tools (mandatory): MS Project, Microsoft Excel, PowerPoint, Teams/Outlook.

• 3. Key Responsibilities:

3.1 Planning and Coordination:

Maintain project plans and schedules in MS Project (tasks, dependencies, milestones, baselines).

Coordinate meetings, workshops, and governance checkpoints; manage agendas and attendance.

Track actions, owners, and due dates; follow up to ensure timely closure.

Support project onboarding, access requests, and logistics to keep delivery moving smoothly.

3.2 Reporting and Analysis (Core Requirement):

Prepare weekly and monthly status reports with clear RAG (Red/Amber/Green) health indicators. Analyze schedule progress vs baseline; highlight slippage drivers and recovery recommendations. Track financials (planned vs actual), purchase orders, invoices, and consumption (where applicable).

Build and maintain dashboards (Excel / PowerPoint; Power BI basics preferred) for leadership updates.

Ensure reporting is consistent, accurate, and aligned with PMO standards.

3.3 Governance, Documentation, and Control:

Maintain RAID logs (Risks, Assumptions, Issues, Dependencies) and change request registers.

Draft and circulate meeting minutes, decisions, and action logs within agreed timelines.

Manage version-controlled project documentation (plans, reports, approvals, deliverables).

Support quality checks on deliverables (templates, naming, completeness, approvals).

• 4. Required Skills and Competencies:

4.1 Technical and Tooling:

Strong working knowledge of MS Project (creating and maintaining schedules, baselines, critical path awareness).

Advanced Excel skills (pivots, lookups, charts; Power Query is a plus).

PowerPoint storytelling (clear executive summaries and visuals).

Familiarity with collaboration tools (Teams, SharePoint, Jira/ServiceNow - preferred).

4.2 Behavioral:

Multi-tasking and prioritization: comfortable managing parallel workstreams and shifting priorities.

Strong communication and follow-up discipline with stakeholders at different levels.

High attention to detail and ownership mindset; proactive problem spotting.

Confidentiality and professionalism when handling sensitive project information.

• 5. Qualifications and Experience:

Bachelor's degree in business administration, Information Systems, Engineering, or a related field. 2+ years in project coordination / PMO / delivery support (ICT or technology environment preferred).

Exposure to basic project management concepts (scope, schedule, RAID, change control).

Certifications (nice to have): CAPM, PRINCE2 Foundation, ITIL Foundation, or equivalent.

• 6. Key Performance Indicators (KPIs):

On-time issuance of weekly/monthly reporting with minimal data defects.

Action closure rate and follow-up effectiveness (actions closed by due date).

Schedule accuracy and timely updates in MS Project (baseline variance visibility).

RAID log hygiene (updated, complete, and communicated).

Stakeholder satisfaction with coordination and clarity of information.