PMO Coordinator

Key Responsibilities

1. Project Reporting & Dashboards

• Prepare weekly, monthly, and ad hoc project status reports for management and stakeholders.
• Maintain project dashboards, KPI trackers, milestone reports, and performance summaries.
• Consolidate project updates, progress, risks, issues, dependencies, and outstanding actions.
• Prepare management presentations, project review reports, and steering committee materials.
• Ensure reporting accuracy, consistency, and timely submission.

2. Project Coordination & Stakeholder Management

• Coordinate with project managers, technical teams, vendors, clients, government stakeholders, and internal departments.
• Track action items, pending approvals, overdue deliverables, dependencies, and key decisions.
• Organise project meetings, progress reviews, and stakeholder discussions.
• Prepare meeting agendas, minutes of meetings (MoMs), and action trackers.
• Follow up with relevant stakeholders to ensure timely completion of project activities.
• Support coordination of contracts, purchase orders, invoices, payment schedules, and vendor deliverables.

3. Project Controls & Governance

• Maintain project plans, milestone trackers, deliverable registers, RAID logs, and change request logs.
• Monitor project schedules and planned-versus-actual progress.
• Identify delays, risks, and outstanding actions, escalating issues where required.
• Maintain accurate project documentation, approvals, correspondence, and audit records.
• Support project governance, document control, change management, and compliance processes.
• Ensure adherence to project lifecycle procedures and organisational governance standards.

4. Data Management & Analysis

• Validate, reconcile, and maintain project data received from multiple stakeholders.
• Ensure accuracy, completeness, and consistency of project trackers, databases, and reports.
• Analyse project information to identify trends, risks, overdue actions, and areas requiring attention.
• Maintain project records and document repositories in line with information-management requirements.
• Support improvements to reporting templates, dashboards, and data-management processes.

5. Government Portals & Compliance Support

• Use relevant government portals and digital platforms for project submissions, approvals, correspondence, and documentation.
• Coordinate with government entities to follow up on submissions, approvals, requests, and project-related documentation.
• Maintain records in accordance with government, client, and organisational requirements.
• Support compliance reporting, audit preparation, and document retrieval.

Required Qualifications & Experience

• Bachelor's degree in Business Administration, Project Management, Engineering, Information Technology, or a related discipline.
• 3–5 years of relevant experience in PMO coordination, project coordination, project support, project reporting, or project administration.
• Previous experience supporting projects within a government or semi‑government entity, security solutions provider, systems integrator, technology company, or similarly regulated environment.
• Demonstrable hands‑on experience using government portals for submissions, approvals, documentation, or project coordination.
• Experience preparing project status reports, dashboards, KPI reports, and management presentations.
• Strong experience maintaining project trackers, milestone plans, action logs, risk registers, issue logs, and deliverable registers.
• Good understanding of project governance, project controls, and project lifecycle management.
• Familiarity with PMI/PMBOK principles or recognised project management methodologies is preferred.
• PMP, CAPM, PRINCE2, Agile, or equivalent certification will be an advantage.

Technical Skills

• Advanced Microsoft Excel skills, including PivotTables, VLOOKUP/XLOOKUP, advanced formulas, data validation, reconciliation, conditional formatting, dashboards, and charts.
• Proficiency in Microsoft PowerPoint, Word, Outlook, and Teams.
• Working experience with MS Project for schedule and milestone tracking.
• Familiarity with SharePoint, document management systems, and workflow tools.
• Knowledge of Power BI, PPM tools, or project management platforms will be an advantage.

Language Requirements

• Fluency in written and spoken English is essential.
• Fluency in written and spoken Arabic is strongly preferred.
• Ability to prepare professional reports, stakeholder correspondence, and meeting minutes in both Arabic and English will be an advantage.

Ideal Candidate Profile