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.