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.