Project's Coordinator

Main Tasks & Responsibilities:

Project Management and business development

• Follow up on tendering processes, including preparation, submission, and tracking of bids.
• Assisting in business development initiatives, including leading efforts when required to identify new opportunities and support strategic growth. 
• Provide independent advice on project management best practices and strategies to enhance project outcomes.
• Recruit specialists and subcontractors, ensuring the selection of qualified professionals aligned with project needs.
• Monitor subcontractors to ensure compliance with project guidelines, quality standards, and contractual obligations.
• Represent the clients’ interests in all project-related discussions and negotiations.

Scheduling and Coordination

• Develop and maintain detailed project schedules, incorporating administrative tasks and key milestones.
• Participate in project team meetings to discuss progress, address challenges, and plan next steps.
• Coordinate meetings, including arranging travel, preparing agendas, and managing expense reports.
• Maintain project managers calendars to ensure efficient time management and scheduling.

Documentation and Reporting

• Prepare and/or edit meeting minutes, reports, presentations, and data tables to document project progress and outcomes.
• Ensure adherence to project deadlines by closely monitoring timelines and addressing any delays proactively.
• Organize and maintain all project documents, both hard and soft copies, ensuring easy access and proper documentation.
• Compile summary documents such as Product Development Plans, Management Summaries, and

Target Product Profiles, incorporating team contributions.

Financial Management

• Handle accounting, costing, and billing activities related to project finances.
• Track project budgets and expenses to ensure financial compliance and efficient resource utilization.
• For EPC projects, track project changes and produce updated site-based schedules in collaboration with engineering and project management teams.

Risk and Quality Management

• Conduct risk assessments to identify potential project risks and develop mitigation strategies.
• Ensure that all project objectives are met and that quality standards are maintained throughout the project lifecycle.

Team Coordination and Support

• Organize and manage various professionals working on the project, facilitating effective collaboration and communication.
• Take inputs from business analysts and project engineers to develop and maintain detailed project schedules.
• Ensure coordination among all groups and stakeholders involved in the project to promote synergy and efficiency.

Additional Responsibilities

• Compile summary documents such as Product Development Plans, Management Summaries, and Target Product Profiles, incorporating team contributions.
• Perform any other duties as assigned by the Institute to support project goals and organizational objectives.

Qualifications

• Bachelor’s Degree in Finance, Economics, Engineering, or a related field.
• Relevant work experience in project management, preferably within infrastructure development and the energy sector.
• Experience in sustainable infrastructure development, especially in the energy sector, is highly desirable.
• Proven experience managing Engineering, Procurement, and Construction (EPC) projects is highly desirable.
• Possession of, or in the process of obtaining, a project management qualification from the Project Management Institute (e.g., Certified Associate in Project Management (CAPM), Project Management Professional (PMP)).
• Demonstrated leadership abilities and experience in leading project teams.

Skills and Competencies

• Multi-Tasking: Ability to manage multiple tasks simultaneously and prioritize effectively to meet tight deadlines.
• Organizational Skills: Strong organizational and time-management skills to handle various project activities efficiently.
• Communication: Excellent verbal and written communication skills for effective interaction with stakeholders and team members.
• Technical Proficiency: Proficiency in project management software and Microsoft Office Suite.
• Analytical Skills: Strong analytical and problem-solving abilities to address project challenges and optimize outcomes.
• Attention to Detail: Meticulous attention to detail to ensure accuracy and quality in all project documentation and deliverables.
• Team Collaboration: Ability to work collaboratively within cross-functional teams and foster a positive team environment.
• Financial Acumen: Knowledge of financial management, budgeting, and costing related to project activities.
• Risk Management: Competency in identifying, assessing, and mitigating project risks to ensure successful project delivery.

Working Conditions

• Office-based with occasional site visits.
• Occasional travel to project sites within Kenya or East Africa