Project Specialist

Job Purpose

To manage and enhance the administrative and operational performance of the Projects Department by coordinating efficiently between internal teams and external partners. The role focuses on implementing best practices in project administration, improving workflows, and contributing to the strategic development of the department to ensure operational excellence and client satisfaction.

Key Responsibilities

Lead and oversee the day-to-day administrative operations of the Projects Department with professionalism and accuracy.

Develop and enhance internal processes, procedures, and documentation systems to improve efficiency and transparency.

Prepare and review project correspondence, contracts, meeting minutes, and executive reports in a clear and structured manner.

Build and maintain strong relationships with external vendors, consultants, and clients to ensure smooth project execution.

Monitor project progress, highlight potential risks or delays, and coordinate solutions with concerned departments.

Prepare regular progress reports and performance analyses with recommendations for continuous improvement.

Support the Projects Manager in reviewing contracts, technical and financial proposals, and submitting recommendations.

Coordinate with the Procurement and Finance Departments to track expenses, purchase orders, and project budgets.

Develop and manage a digital tracking system or database for all project documents, communications, and performance metrics.

Contribute to the long-term development of the Projects Department by proposing improvement initiatives, tools, and administrative frameworks.