Project Coordinator
Job Purpose
To lead the actions and minutes of meetings (MoM) and work closely with the SGOM on SG tasks and assignments.
Role Overview:
The Project Coordinator will play a crucial role in supporting the Secretary General’s office by managing administrative tasks, tracking key action points, and ensuring follow-up on decisions made in meetings. The ideal candidate will be highly organized, with excellent note-taking skills, the ability to draft high-quality content, and the capability to manage and track actions from meetings. This position demands a proactive individual who can ensure that all follow-ups are completed on time and that the Secretary General is well-informed of project and task progress.
Job Responsibilities & Duties
- Meeting Support & Minutes:
- Attend meetings with the Secretary General and take detailed notes and minutes.
- Draft accurate and professional minutes of meetings, summarizing discussions and key decisions.
- Distribute minutes to relevant stakeholders and ensure proper documentation.
- Action Tracking & Follow-Up:
- Identify and document actionable items from meetings and discussions.
- Monitor the status of action items, ensuring that deadlines are met, and progress is communicated regularly.
- Follow up with internal and external stakeholders to ensure completion of assigned tasks.
- Content Drafting & Communication:
- Assist in preparing drafts of correspondence in Arabic and English, reports, and other documents for the Secretary General.
- Ensure content is aligned with the organization’s objectives and communication standards.
- Administrative Support:
- Manage the Secretary General’s office email and ensure consistent correspondence.
- Prepare briefing documents and materials ahead of meetings and engagements.
- Handle general office tasks, including coordinating with other departments.
- Project Coordination:
- Support the coordination of ongoing projects within the SG’s office, ensuring timely progress and delivery.
- Communicate with stakeholders to gather updates and ensure project alignment with organizational goals.
- Stakeholder Management:
- Maintain relationships with internal and external stakeholders, acting as a point of contact for inquiries and follow-ups.
- Assist in organizing and coordinating high-level meetings and events for the Secretary General.
Qualifications
- Bachelor’s degree in business administration, project management, or a related field.
- 3-5 years of experience in a similar role, preferably in a project-based environment.
- Exceptional organizational and multitasking abilities.
- Strong written and verbal communication skills.
- Proficiency in taking minutes and summarizing complex discussions clearly.
- Ability to manage and track multiple projects and deadlines simultaneously.
- Experience with project management tools or systems is a plus.
- Proactive, detail-oriented, and able to work independently.
Experience & Skills
- Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
- Excellent time management and organizational skills.
- Ability to maintain confidentiality and handle sensitive information.
- Strong interpersonal and communication skills, both written and verbal.
- Ability to manage multiple priorities and projects simultaneously.